monterey regional water pollution control...

MONTEREY REGIONAL WATER

POLLUTION CONTROL AGENCY General Manager: Paul A. Sciuto

5 Harris Court, Bldg. D, Monterey, California 93940-5756

(831) 372-3367 or (831) 422-1001 – FAX: (831) 372-6178

REGULAR MEETING

NOTICE AND AGENDA

Monday, July 27, 2015, 6:00 pm BOARD OF DIRECTORS

[Note: MRWPCA Board Members are appointed from their respective Joint Powers Authority (JPA) jurisdictions.]

Gloria De La Rosa, Chair Salinas

Rudy Fischer, Vice Chair Pacific Grove

Linda Grier Boronda County Sanitation District

Ron Stefani Castroville Community Services District

John A. Phillips County of Monterey

Dennis Allion Del Rey Oaks

Peter Le Marina Coast Water District

Libby Downey Monterey

Tommy Razzeca Moss Landing County Sanitation District

Dave Pendergrass Sand City

Ralph Rubio Seaside

VACANT United States Army - Ex-Officio

You are invited to visit our Website @ www.mrwpca.org to access a description of MRWPCA and

its Mission Statement.

NOTE: All enclosures and staff materials regarding the following agenda items are available for public

review on Thursday, July 23, 2015 through Monday, July 27, 2015, at the MRWPCA’s Administrative Office

in Monterey at Ryan Ranch, and at the public libraries located in Castroville, Marina, Monterey, Pacific Grove,

Salinas, and Seaside.

http://www.mrwpca.org/

MRWPCA Regular Meeting Notice and Agenda – July 27, 2015 6:00 pm

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1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. PUBLIC COMMENTS

Anyone wishing to address the Board on matters not appearing on the Agenda may do so now for not more than three (3) minutes. Comments on any other matter listed on the Agenda are welcome at the time the matter is being considered by the Board.

5. CONSENT AGENDA

The Consent Agenda consists of routine items for which Board approval can be taken with a single motion and vote. A Board Member may request that any item be placed on the Regular Agenda for separate consideration.

A. Approve Board Minutes/Report for Regular Board Meeting of June

29, 2015

B. Schedule of Cash and Investments as of June 30, 2015

C. Receive Comparison Percentage of FY 2014/15 Budget Expended

Through June 2015

D. Receive Check Register – June 2015

E. Receive Waste Discharge Report for June 2015; NPDES Monitoring

Report for June 2015; and Plant Flows and Effluent Quality for

Connected Agencies, Plus Flow Charts for RTP, Salinas, Monterey

Peninsula, Marina, Fort Ord, and Castroville for June 2015

F. Receive Actual vs. Budgeted Fiscal Year 2014/15 Expenditures for

the Capital Improvement Program, Capitalized Equipment Fund, Urban

Reclamation Program, and Capacity Fees for June

G. Receive Residential Dwelling-Unit Aggregate as of June 30, 2015

H. Approve Resolution No. 2015-15, a Resolution Identifying the Agency

Positions that are Authorized to Order the Deposit or Withdrawal of

Monies in the Local Agency Investment Fund (LAIF), Repealing

Resolution No. 2006-03 regarding the same matter

I. Approve Resolution No. 2015, 16, a Resolution authorizing Purchase of

a Franklin Miller Model DMT-15 Dimminutor System Grinder as a

Spare for Five Agency Pump Stations, without Formal Competitive

Bidding


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6. COMMITTEE REPORTS AND RELATED ACTION ITEMSAction items related to Committee Reports consist of business which requires a vote by the Board. Committee information only items require no Board action. These items are acted upon in the following sequence: (1) Summary Staff Report (including a draft copy of Committee’s minutes) (2) Committee Chair Comments; (3) Board Questions to Committee Chair and Staff; (4) Public Comments, if any; and (5) Board Discussion and Action.

A. BUDGET/PERSONNEL COMMITTEE – JULY 10, 2015

INFORMATION ONLY ITEMS – RECEIVE ONLY - NO ACTION REQUIRED

1. RWC Approval of June 12, 2015 BPC Minutes

The RWC Approved the June 12, 2015 BPC Minutes as

Presented

2. Update on Assistant General Manager Recruitment

Information only - no action required

3. Update on Shared Services Study with MRWMD

Information only – no action required.

4. Consider Application for District Transparency Certificate of

Excellence


RECEIVE BPC ACTION ITEMS – BOARD ACTION REQUIRED

5. Approve MRWPCA Resolution No. 2015-17, a Resolution

authorizing Purchase and Installation of Allen Bradley Sole-

Source Contract for the Seaside Pump Station Drives

Replacement Project

RECOMMENDATION: That the Board approve MRWPCA Resolution

No. 2015-17, a Resolution authorizing Purchase and Installation of

Allen Bradley Drives Variable Frequency Drives (VFDs) for the

Seaside Pump Station Drives Replacement Project from Buckles-

Smith/Rockwell Automation at a cost not to exceed $284,721.75, without formal competitive bidding.

6. Approve MRWPCA Resolution No. 2015-18, a Resolution

authorizing (1) purchase of Allen Bradley Variable Frequency

Drives (VFDs), and (2) transition all VFDs when possible to Allen

Bradley Platforms for the next five years, without competitive

bidding


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RECOMMENDATION: That the Board approve MRWPCA Resolution

No. 2015-18, a Resolution authorizing staff to (1) purchase Allen

Bradley Variable Frequency Drives (VFDs) and (2) transition all

VFDs when possible to the Allen Bradley Platforms for the next five

years starting with FY15/16, without formal competitive bidding.

B. RECYCLED WATER COMMITTEE – JULY 16, 2015

INFORMATION ONLY ITEMS – RECEIVE ONLY - NO ACTION REQUIRED

1. RWC Approval of June 18, 2015 RWC Minutes

The RWC Approved the June 18, 2015 RWC Minutes as

Presented

2. Update on CPUC Water Proceedings (A.12-04-019), Monterey

Peninsula Regional Water Authority, and Technical Advisory

Committee

Information only - no action required

3. Update on the Groundwater Replenishment (GWR) Project and

Urban Reclamation Projects


RECEIVE RWC ACTION ITEMS – BOARD ACTION REQUIRED

4. Consider Approval of GWR Consultant Contracts

RECOMMENDATION: That the Board approve an increase in the

Schaaf & Wheeler contracts by a total of $199,000; and approve

an increase in the Trussell Technologies contract by $19,424.

5. Consider Approval of Resolutions related to State Revolving Fund

Loan for Financing Assistance

RECOMMENDATION: That the Board approve the following

Resolutions:

1. Resolution No. 2015-19, in Support of Reimbursement of a

State Revolving Fund Loan for the Pure Water Monterey

Groundwater Replenishment Project


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2. Resolution No. 2015-20, in Support of a Financial Assistance

Application for a Financing Agreement from the State Water

Resources Control Board for the Planning, Design, and

Construction of the Pure Water Monterey Groundwater

Replenishment Project; and

3. Resolution No. 2015-21, in Support of Pledged Revenues and

Funds for Repayment of Financing of the Planning, Design, and

Construction of the Pure Water Monterey Groundwater

Replenishment Project from the State Water Resources Control

Board.

7. ACTION ITEM(S) A. Approve the Purchase of Three New 250 HP Allen Bradley Variable

Frequency Drives (VFDs) for the Castroville Pump Station as

Authorized by Resolution No. 2015-18 Allowing for the Sole-Source

Purchase.

B. Consider Approval of a Prop 218 Notice in regards to Special User

Fees.

C. Consider Board Policy for Public Records Act Requests and a Board

Policy related to Brown Act Compliance for Board Meetings and Board

Agendas.

8. INFORMATIONAL ITEMS

A. Reclamation Project Status Summary

B. New Strategic Planning Goals and Objectives

C. Operational Report

9. CORRESPONDENCE

A. State Water Resources Control Board Approval of Grant Funding for

“Local Water Project Facility Plan Report.” June 24, 2015

B. United States Department of the Interior funding for “Salinas and

Carmel Rivers Basin Study.” June 30, 2015

10. STAFF REPORTS

Staff Reports include items for which verbal reports/presentations will be provided. If a specific presentation is planned, it will be listed and summary information may be included with the Agenda. Brief oral reports may be provided for items arising after Agenda preparation. The Board may wish to ask questions or discuss a staff report, but no action is appropriate other than referral to staff, or request that a matter be set as a future Agenda item.

A. General Manager/Legal Counsel


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11. BOARD MEMBER COMMENTS/REPORTS

Board Members may ask a question for clarification, make a brief announcement or make a brief comment or report on his or her own activities within the jurisdiction of the Agency. No discussion or action is appropriate other than referral to staff for consideration or setting a matter as a future agenda item.

12. RECESS TO CLOSED SESSION

As permitted by Government Code Section 54956 et seq., the Board may adjourn to a Closed or Executive Session to consider specific matters dealing with pending or potential litigation, certain personnel matters, real property negotiations, or confer with the MRWPCA’s Meyers-Milias-Brown representative.

A. Public Employee Appointment: Assistant General Manager Pursuant to Government Code 54957

B. Conference with Real Property Negotiators Pursuant to Govt Code 54956.8

Property: Waste Water

Agency Negotiator: Paul Sciuto, General Manager

Negotiating Parties: Marina Coast Water District

Under Negotiation: All Terms and Conditions

13. ANNOUNCEMENTS FROM CLOSED SESSION

The Board will report out on any reportable action taken during Closed Session, and may take additional action in Open Session, as appropriate.

14. ADJOURNMENT

Set next meeting(s)/location(s)/date(s)/time(s):

Regular and/or Special Meeting(s):

A. Location: MRWPCA Board Room - Ryan Ranch

Date(s)/Time(s): REGULARLY SCHEDULED BOARD MEETING:

Monday, August 31, 2015 at 6:00 pm


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* * * * * *

This Meeting Notice and Agenda was posted at the Administrative Offices

of the MRWPCA, 5 Harris Court, Building D, Monterey, California, action

may be taken on any of the items agendized above.

POSTED: Thursday, July 23, 2015

BY: /s/Betty Nebb Executive Assistant

MONTEREY REGIONAL WATER POLLUTION CONTROL AGENCY

* * * AGENDA TRANSMITTAL FORM * * *

MEETING DATE: JULY 27, 2015

AGENDA ITEM: 5 – A through I

AGENDA TITLE: CONSENT AGENDA

Consent ( X ) Action ( ) Informational ( )

CONTACT: PAUL A. SCIUTO, GENERAL MANAGER

PHONE: 372-3367 or 422-1001

DEPARTMENT SUMMARY AND REQUESTED BOARD ACTION: Listed below are items that are a part of the Consent Agenda:

Routine Items: A. Approve Minutes/Report for the Regularly Scheduled Board Meeting of June

29, 2015 B. Receive Schedule of Cash and Investments as of June 30, 2015 C. Receive Comparison Percentage of FY 2014/15 Budget Expended through

June 2015 D. Receive Check Register for June 2015 E. Receive Waste Discharge Report for June 2015; NPDES Monitoring Report

for June 2015 and Plant Flows and Effluent Quality for Connected Agencies, Plus Flow Charts for RTP, Salinas, Monterey Peninsula, Marina, Fort Ord, and Castroville for June 2015

F. Receive Actual vs. Budgeted Fiscal Year 2014/15 Expenditures for the Capital Improvement Program, Capitalized Equipment Fund, Urban Reclamation Program, and Capacity Fees for June 2015

G. Receive Residential Dwelling-Unit Aggregate as of June 30, 2015 Non-Routine Items:

H. Approve MRWPCA Resolution No. 2015-15, a Resolution Identifying the Agency Positions that are Authorized to Order the Deposit or Withdrawal of Monies in the Local Agency Investment Fund (LAIF), Repealing Resolution No. 2006-03

I. Approve MRWPCA Resolution No. 2015-16, a Resolution Authorizing Purchase of a Franklin Miller Model DMT-15 Dimminutor System Grinder, as a spare for five Agency Pump Stations, without Formal Competitive Bidding.



FINANCIAL IMPACT: ( X ) Yes ( ) No

FUNDING SOURCE: N/A

BUDGET RECAP: N/A

PRIOR BOARD ACTIONS: N/A

ALTERNATIVES: N/A

COMMITTEE REVIEW AND ACTION:

N/A

MANAGER RECOMMENDATION: Accept Consent Agenda

ATTACHMENTS:

1. Draft Minutes/Reports for Regularly Scheduled

Board Meeting of June 29, 2015 2. Financial Information 3. Check Register 4. NPDES Monitoring Report Letters and Flow

Charts 5. Expenditures and Revenue Graphs 6. Items H and I

RECOMMENDED MOTION:

Approve Consent Agenda as presented.

\\ADMINFILE\Users\Board Clerk\Board Agendas\Routine Agenda Items\2015\July\5 Consent Agenda 7-2015.doc

M I N U T E S

of the Regular Meeting

Monterey Regional Water Pollution Control Agency

Board of Directors

June 29, 2015

1. CALL TO ORDER

The Regular Meeting of the Board of Directors of the Monterey Regional Water Pollution Control Agency was Called to Order by Chair De La Rosa at 6:03 pm, on Monday, June 29, 2015 in the Board Room at 5 Harris Court, Building D, Monterey, California.

2. ROLL CALL

BOARD MEMBERS PRESENT: Gloria De La Rosa, Chair Salinas Rudy Fischer, Vice Chair Pacific Grove Linda Grier Boronda County Sanitation District Ron Stefani Castroville Community Services District Dennis Allion Del Rey Oaks John A. Phillips County of Monterey Libby Downey Monterey Dave Pendergrass Sand City Ralph Rubio Seaside Vacant – Ex-Officio United States Army

BOARD MEMBERS ABSENT: Peter Le Marina Coast Water District Tommy Razzeca Moss Landing County Sanitation District

MRWPCA STAFF PRESENT: Paul Sciuto General Manager Tori Hannah Chief Financial Officer Bob Holden Principal Engineer Rob Wellington Legal Counsel Jennifer Gonzalez Engineering Manager Lindsay Synsteby Customer Service Supervisor

DRAFT

Minutes DRAFT

MRWPCA Regular Board Meeting June 29, 2015 Page 2

Mark Malanka Maintenance Manager Robert Locke Operator III Betty Nebb Executive Assistant

OTHERS PRESENT: None

Gary Petersen – City of Salinas

Wayne Downey – Public Member

3. PLEDGE OF ALLEGIANCE General Manager Paul Sciuto led the Pledge of Allegiance.

4. PUBLIC COMMENTS At 6:05 pm, Chair De La Rosa called for Public Comments: none received.

5. CONSENT AGENDA

ACTION TAKEN: On a motion by Mr. Pendergrass, seconded by Ms. Downey, the

Board approved Consent Agenda Items A through M. [Yes: De La Rosa, Fischer,

Grier, Stefani, Allion, Phillips, Downey, Pendergrass, Rubio] [Absent: Le and

Razzeca]

A. Approve Board Minutes/Report for Regular Board Meeting of May 28, 2015

B. Approve Board Minutes/Report for Board Budget Workshop of June 8, 2015

C. Receive Financial Statements through May 2015

D. Receive Schedule of Cash and Investments as of May 31, 2015

E. Receive Comparison Percentage of FY 2014/15 Budget Expended through May

F. Receive Check Register for May 2015

G. Receive Waste Discharge Report for May 2015; NPDES Monitoring Report for May 2015; and Plant Flows and Effluent Quality for Connected Agencies, plus Flow Charts for RTP, Salinas, Monterey Peninsula, Marina, Fort Ord, and Castroville for May

H. Receive Actual vs. Budgeted Fiscal Year 2014/15 Expenditures for the Capital Improvement Program, Capitalized Equipment Fund, Urban Reclamation Program, and Capacity Fees for May

I. Approve Blanket/Open Purchase Orders to Vendors over $35,000 for FY2015/16

J. Approve MRWPCA Resolution No. 2015-10, Re-Establishing the Agency/Investment Policy and Guidelines for Fiscal Year 2015/16

K. Approve MRWPCA Resolution No. 2015-11, Re-Establishing Salary Classifications and Ranges for the General Employees’ Association, Operations

Minutes DRAFT


Employees’ Bargaining Group, and Mid-Management Employees’ Group for Fiscal Year 2015/16 (per existing MOU)

L. Approve MRWPCA Resolution No. 2015-12, Re-Establishing Salary Classifications and Ranges for the Management Employees’ Group for Fiscal Year 2015/16 (per existing MOU)

M. Approve MRWPCA Resolution No. 2015-13, Certifying Compliance with State Law with Respect to the Levying of General and Special Taxes, Assessments, and Fees or Charges Levied as an Incident of Property Ownership.

6. COMMITTEE REPORTS AND RELATED ACTION ITEMS

A. BUDGET PERSONNEL COMMITTEE – JUNE 12, 2015

The following are Information Only Items – No Board Action is needed

Agenda Item 1 – BPC Approval of May 8, 2015 BPC Minutes The BPC approved the May 8, 2015 BPC minutes as presented.

Information only – no action needed.

Agenda Item 2 – Update on Assistant General Manager Recruitment Mr. Sciuto, General Manager, reported that the recruitment period for the AGM position ended on June 8 with 31 applications received. CPS HR conducted initial screening interviews via phone conference and six candidates were chosen to proceed to formal interviews on June 26. From those interviews, two well-qualified candidates were chosen to go forward for final interviews scheduled in early July. Mr. Sciuto stated that the name of the new AGM may be announced at the July Board meeting.


Agenda Item 3 – Follow Up Report from June 8, 2015 Budget Workshop Ms. Hannah, Chief Financial Officer, stated that BPC discussed reviewing the Agency’s investment strategy and reserve policy. She added that staff will prepare detailed information for the July or August BPC meeting. Regarding investments, she reported the transfer of $4.5 million in invested funds to the Agency’s Union Bank (UB) account to manage current cash flow and evaluate future investment strategies during the next few months. During this evaluation period, the funds will be retained in Local Agency Investment Fund (LAIF) or in the UB Money Market Fund.

➢ Information only – no action needed.

Agenda Item 4 – Update on Occupational Safety & Health Administration (Cal/OSHA) Inspections

Minutes DRAFT


Ms. Gonzalez, Engineering Manager, reported that Safety Officer James Coleman provided a full review of the recent Cal/OSHA inspection to the BPC and noted that the Committee asked for information on the Ex-Mod factor and a schedule of safety training sessions. Ms. Gonzalez stated that as of March 2015 MRWPCA’s Ex-Mod is .89; the average Ex-Mod from seven similarly sized agencies within this industry ranged from .53 to 1.6. During the past seven years the Agency’s Ex-Mod was at the highest in 2010 (.95) and at the lowest in 2013 (.74). She also presented a list of the safety training sessions offered in house and stated that CSRMA has on-line training offering 6 to 8 classes every month. Additionally staff is provided with approximately 40 hours of contracted hazard training every year. The report to the BPC regarding the recent OSHA inspection provided details on all the suspected violations. All citations were in the least severe classifications. Fifteen were regulatory in nature (a failure to comply with recordkeeping, posting or permit requirements). One was general (violation of a standard that could cause illness or injury). Ms. Gonzalez reported that the total cost of all citations was $7,810; however four citations were reviewed and removed, reducing the penalty amount to $5,870. Mr. Sciuto explained that the employee who contacted OSHA explained to him that he felt he was having a conversation, not necessarily reporting a specific complaint. Staff is addressing employee safety concerns by providing a safety suggestion box and encouraging employees to bring their issues to the attention of their supervisor or directly to the General Manager. Mr. Sciuto stressed that all employees’ comments are taken seriously. Mr. Rubio suggested having a clear policy in place for safety concerns that defines definite steps to be taken, and a timeline to address grievances. He asked what our insurance requires, what the industry standard is for the timing of safety meetings, and how to ensure that all employees are provided the same training. Mr. Sciuto indicated that staff would check with CSRMA regarding these requirements.


The following are BPC Action Items – Board Action is required

Agenda Item 5 – Consider Approval of Paid Sick Leave Policy Pursuant to AB 1522 for Part-Time Employees Mr. Sciuto stated that AB 1522 requires part-time employees, not part of a collective bargaining agreement, be eligible for sick leave beginning in July 2015. After review of the legislation, staff recommends the following for eligible part-time employees:

Eligible for sick leave after 90 days of employment

Accrue one hour for every 30 hours worked

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Use up to a maximum of 3 days or 24 hours in 12-month period

Accrue up to a cap of 6 days/48 hours

Unused paid sick leave carries over annually

Mr. Sciuto estimated the cost to cover this requirement will be approximately $3,000 per year.

ACTION TAKEN: On a motion by Mr. Allion, seconded by Mr. Fischer, the Board

approved the Paid Sick Leave Policy pursuant to AB 1522 for part-time employees

and establishing the accrual method and minimum paid sick leave usage

increment. [Yes: De La Rosa, Fischer, Grier, Stefani, Phillips, Allion, Downey,

Pendergrass, Rubio] [Absent: Le and Razzeca]

B. RECYCLED WATER COMMITTEE – MAY 14, 2015

The following are Information Only Items – No Board Action is needed

Agenda Item 1 – RWC Approval of May 14, 2015 RWC Minutes The RWC approved the May 14, 2015 RWC minutes as presented.


Agenda Item 2 – Update on CPUC Water Proceedings (A.12-04-019), Monterey Peninsula Regional Water Authority, and Technical Advisory Committee Mr. Sciuto reported that the June 23 Special Joint Directors/TAC meeting featured a review on the MPWSP EIR by Cal Am consultants. The meeting was well attended, lasted for 2.5 hours, and included a thorough update on the Project Schedule for the MPWSP including status of slant test wells operations.


Agenda Item 3 – Update on the Groundwater Replenishment (GWR) Project and Urban Reclamation Projects Mr. Holden stated that the Draft EIR for Pure Water Monterey (PWM) Project was released on April 22; the Public Review period ended on June 5. He noted that the 27 comment letters received require response and incorporation into the Final EIR.

Mr. Holden also noted that:

State Water Resources Control Board representatives recently toured the regional water project area with very positive results

Options for methods of Construction Alternative Delivery are moving forward: source water, conveyance, advanced water treatment, and injection

Construction for PWM Demonstration Facility is progressing o Tours for the Demonstration Facility are being planned:

Minutes DRAFT


NWRA/Western Water Seminar in August CSDA Conference in September Ag group and Federal Legislators in near future Open House for Board members is being planned

Regarding project year-end costs and budget for FY15/16, Mr. Holden stated that UR 501 (RUWAP) will be incorporated with GWR to reflect expenses to obtain the GWR product water pipeline; UR 504 Brine/Outfall reimbursement from Cal Am will cover FY15/16 expenses. He added that the MPWMD Board approved the GWR budget for this next fiscal year and that FY15/16 contracts to continue GWR work are being presented tonight for consideration (Agenda Items 8 B – F). Mr. Sciuto provided additional information on the Comments received on the GWR EIR. He explained that most comments were concerned with: water rights, fisheries, RUWAP pipeline, water quality/safety, backwashing, Carmel River issues, munitions cleanup and nutrient loading. He added that staff plans to bring the Final EIR for certification to the Board in September for approval. Mr. Sciuto reported that the CPUC has postponed the Comment Period for the MPWSP Draft EIR from July 1 to July 13. Additionally, he explained that MRWPCA staff submitted six pages of comments and corrections to the MPWSP DEIR:

Corrections: Salinas Valley return water, Variant (Chapter 6), Ocean Outfall characteristics, RTP property, brine structure, and typos in the text

Clarifications requested: How does actual 11.2 mgd capacity of 9.6 mgd desal facility affect brine structure and modeling? Where will future slant well development water and possible backwater water go?

Some questions from the Board members included:

Regional Treatment Plant capacity – 29.6 mgd, currently at 13 mgd

Advanced Water Treatment Plant capacity – designed for 3,700 AFY

Brine/Outfall capacity – not an issue on the size of the pipe – more concern about how the brine discharges will affect the outfall

Mr. Sciuto stated that EIR issue about brine disposal and the outfall are being addressed in Cal Am’s EIR. The Agency has a short-term agreement for one slant well; but Cal Am is planning several more. Cal Am staff indicated they were thankful for our comments and would respond. Mr. Holden presented the GWR Project Phasing chart, Settlement Agreement Criteria Schedule, and Tasks for Definitive Agreement Roadmap Schedule. He announced that because there are so many overlapping tasks, staff will prepare a Gantt chart to more easily track progress for all these various events. Mr. Holden announced that the CPUC team thought that the GWR Draft EIR was incredibly well done. Mr. Allion commented that staff has been doing championship work, but there

Minutes DRAFT


is still much to be accomplished regarding the agreements. Mr. Phillips stated that agreements need to be in place before more money is spent; Mr. Rubio noted that the Board has made the decision to “go all in.” He added that the project continues to show all parties the benefits and that this Board is dedicated to protect their interests. He stated that we have to be prepared to build this project on our own – it is worthwhile on its own for our community and for the Salinas Valley.


Agenda Item 4 – Update on User Rates for Interruptible Wastewater Mr. Holden stated that within the current agreement, MRWPCA agrees to accept and treat produce wash water, the City of Salinas agreed to pay the estimated incremental cost for conveyance, primary, and secondary treatment of $179 AF of water and MCWRA requests that the water be made available to CSIP. He provided the RWC with a legal opinion that states that MRWPCA may develop a new rate that will not need to follow Propositions 216 or 26 since the new rate will apply in voluntary situations.

Mr. Holden explained that a new rate model is being developed that would apply to all interruptible waste water sources and provided a list of qualifications that define what waste waters would be applicable for this new interruptible rate. Because the proposed new rate model needs to include a markup for overhead, staff is working with Municipal Financial Services to ensure that the Agency obtains a consistent overhead rate that provides full cost recovery. The overhead rate should be adjusted to the rate being developed in negotiations with MCWRA.


7. PUBLIC HEARINGS

A. Lien Hearing for Delinquent Sewer Service Billing Ms. Hannah described the lien process and reported that outstanding amounts are placed as liens against the account’s real property parcel number; and later collected as part of the property tax remittance process. She added that placing delinquent user fees on tax bills have resulted in a recovery rate of as much as 75% within the first year; and a 95% recovery rate within a five-year period. The majority of the remaining delinquent amounts are typically recovered within a ten-year period. The lien list presented at this meeting represents 2,754 accounts with an outstanding balance of $927,699.57.

Public Comments: At 7:10 pm, Chair De La Rosa called for comments from the public – none received.

ACTION TAKEN: On a motion by Ms. Downey, seconded by Mr. Rubio, the Board

approved Resolution No. 2015-14, Declaring Liens against Real Property for

Delinquent Sewer User Charges (with Exhibit “A,” a listing of real property

Minutes DRAFT


lots/owners). [Yes: De La Rosa, Fischer, Grier, Stefani, Allion, Phillips, Downey,

Pendergrass, Rubio] [Absent: Le and Razzeca]

B. Proposed Fiscal Year 2015/16 Budget Ms. Hannah provided a general overview of the budget highlights as discussed at the Budget Workshop on June 8. She provided a chart for operating revenues and noted the $111,000 variance from 2014 to 2015 for industrial revenues due to a large user coming into the regional system. She also noted the estimated revenue of $435,000 for interruptible water supply which starts in this next fiscal year. Regarding operating expenditures, Ms. Hannah noted the increase in Wages and Benefits (based on previous year’s MOU) and the increase in chemical costs which will be recovered with the rate change in treating the ag wash water. She also provided a table summarizing the reserve funds and noted that the balances are consistent with current reserve policy.

Public Comments: At 7:14 pm, Chair De La Rosa called for comments from the public – none received.

[Chair De La Rosa left the Board Meeting at 7:15 pm]

ACTION TAKEN: On a motion by Mr. Allion, seconded by Mr. Rubio, the Board

approved the Proposed Fiscal Year 2015/16 MRWPCA Budget. [Yes: Fischer,

Grier, Stefani, Allion, Phillips, Downey, Pendergrass, Rubio] [Absent: De La

Rosa, Le and Razzeca]

8. ACTION ITEMS

A. Consider Approving Extending Amendment 2 Memorandum of

Understanding Regarding Source Waters and Water Recycling Mr. Sciuto stated the Definitive Agreement MOU signed by five entities in the fall of 2014 will expire on June 30. He described the progress on all the various agreements included in the Definitive Agreement: 1) protection of MCWD”s recycled water right entitlement; 2) provision of recycled water to MRWPCA; 3) Phase I – GWR project water and additional water for CSIP; and, 4) accounting protocols between MCWRA and MRWPCA. Discussion followed that provided more information on the negotiations among the various parties. Ms. Downey asked what is holding up the agreement with the growers. Mr. Sciuto suggested there are several points: water rights and who has those rights; impaired Blanco Drain water and the responsibility to clean it up. Mr. Holden added that there is also concern about the new water for CSIP or expanded CSIP being paid for by growers throughout the valley. Mr. Sciuto added that Mr.

Minutes DRAFT


Allion has been helpful in facilitating the discussions to keep MCWRA and the growers interested in pursuing this in terms of a business decision. Mr. Sciuto stated that having the agreements completed will allow the EIR to be certified in September in preparation for testimony to CPUC. He noted that meetings with Salinas occur on a weekly basis and it is likely that this agreement will be the first one completed. Mr. Rubio gave credit to Mr. Gary Peterson, City of Salinas, for his frankness in the negotiations to keep everyone on track by highlighting the benefits and providing a reality check on the costs to expand CSIP.

Public Comments: Mr. Petersen, City of Salinas, confirmed that the process is moving forward. He noted that having separate meetings for the different agreements has made it more difficult to keep the central agreement in sight.

ACTION TAKEN: On a motion by Mr. Allion, seconded by Mr. Rubio, the Board

approved Amendment 2 Memorandum of Understanding Regarding Source

Waters and Water Recycling. [Yes: Fischer, Grier, Stefani, Allion, Phillips,

Downey, Pendergrass, Rubio] [Absent: De La Rosa, Le and Razzeca]

B. Approve Contracts with Bahman Sheikh, Todd Groundwater and Trussell

Technologies for preparation of the GWR Engineering Report Mr. Holden stated that the Engineering Report is one of the Settlement Agreement Criterion and is required by the Department of Drinking Water (DDW in SWRCB) for approval of groundwater replenishment. A draft report will be prepared by the end of August and the final report by November 2015.

ACTION TAKEN: On a motion by Mr. Rubio, seconded by Mr. Allion, the Board

approved contracts with Bahman Sheikh for $45,800 with Todd Groundwater for

$89,935 and with Trussell Technologies for $97,561 for a total not to exceed

$233,296. [Yes: Fischer, Grier, Stefani, Allion, Phillips, Downey, Pendergrass,

Rubio] [Absent: De La Rosa, Le and Razzeca]

C. Approve Contract with Bahman Sheikh for Support of the GWR and MPWSP

CEQA process through the FEIR and Permit Support Mr. Holden explained that Ms. Margaret Nellor will be subcontracted under Bahman Sheikh for this work. She is a permitting and regulatory expert who is an important consultant for responses to comments generated by the GWR and MPWSP DEIRs. She is particularly knowledgeable in the areas of overlap between the two projects such as ocean outfall discharge and permitting issues which represent many of the comments.

Minutes DRAFT


ACTION TAKEN: On a motion by Mr. Phillips, seconded by Mr. Rubio, the Board

approved the contract with Bahman Sheikh (Nellor) for a total not to exceed



D. Approve Contract with Hazen and Sawyer for Program Management of

GWR FEIR Mr. Holden stated that Hazen and Sawyer has provided program management of the GWR CEQA process through the DEIR. They work closely with Denise Duffy & Associates (DD&A), CEQA consultant, and Perkins Coie, CEQA counsel. This contract is for continuation of that work through the first portion of the FEIR process. Mr. Rubio stated that we know staff has lined up the best consultants to work on our behalf when the EIR is turned into the CPUC staff and they laud the document.

ACTION TAKEN: On a motion by Mr. Rubio, seconded by Mr. Allion, the Board

approved the contract with Hazen and Sawyer for a total not to exceed $35,238.

[Yes: Fischer, Grier, Stefani, Allion, Phillips, Downey, Pendergrass, Rubio]

[Absent: De La Rosa, Le and Razzeca]

E. Approve Contract with Trussell Technologies for Support of the GWR and

MPWSP CEQA Process through the FEIR and NPDES Permit Support Mr. Holden explained that Trussell Technologies has developed an ocean outfall discharge review process that has been accepted by the Regional Board. This work would be to answer questions related to the GWR and MPWSP DEIRs and to provide support for a new GWR NPDES permit.

ACTION TAKEN: On a motion by Mr. Pendergrass, seconded by Mr. Phillips, the

Board approved a contract with Trussell Technologies for a total not to exceed



F. Approve Contract with Denise Duffy & Associates (DD&A) for Phase 5a of

Work of GWR Mr. Holden presented the scope of work for DD&A that includes completing the work for the final and certified EIR. They will also continue the close coordination with the CPUC’s MPWSP CEQA process which has several areas of overlap with the GWR CEQA process. Additionally, the Section 7 permitting process is included for National Oceanic and Atmospheric Administration (NOAA), National Marine Fisheries Service (NMFS), and US Fish and Wildlife Service (USFWS). Mr. Holden stated this is the right consultant to work on this permitting process. There is a need to get started right now as this is normally a very long lead time permit and is an important part of the SRF loan application. He added that the total contract amount for this scope of work is less than originally planned because there were fewer EIR comments than expected, so DD&A was able to lower their cost.

Minutes DRAFT


ACTION TAKEN: On a motion by Mr. Rubio, seconded by Mr. Stefani, the Board

approved the contract with Denise Duffy & Associates for a total not to exceed



9. INFORMATIONAL ITEMS

A. Reclamation Project Status Summary Mr. Sciuto stated that in May the Agency recycled 100% of the water – only the second time in the history of operations. He noted that coordinating tours has been decentralized – supervisors and a customer service representative have accommodated most tour groups; and the Stormwater Program Manager has participated in judging school science fairs. He added that in the near future staff will attempt to develop a more coordinated plan for outreach activities.

B. Strategic Planning Goals and Objectives Mr. Sciuto stated that the strategic goal to utilize all water sources is in line with State legislation being considered that will mandate consolidation of small wastewater districts. Staff has been meeting with the Regional Board and State Health Department representatives to seek advice for this area.

C. Operational Report Mr. Sciuto reported that since the recent spill in Pacific Grove the maintenance department has completed repairs and replaced all the equipment – all pumps are now operational. The required report on the spill is being drafted, will be submitted and then uploaded to the state website.

10. STAFF REPORTS

A. General Manager/Legal Counsel Nothing to report.

11. CORRESPONDENCE Mr. Sciuto reported that the one-day tour in cooperation with MPWMD and Cal Am for the State Water Resources Control Board representatives was very worthwhile. Ms. Tam M. Doduc provided a note of thanks for the tour of the area water facilities illustrating efforts by the peninsula to conserve our water resources. Mr. Sciuto announced receipt of a Certificate of Achievement for Excellence in Financial Reporting (CAFR) for FY2013/14 issued by the Government Finance Officers Association on June 10, 2015. Ms. Hannah commended her staff for their diligent work in achieving this award.

Minutes DRAFT


12. BOARD MEMBER COMMENTS/REPORTS Ms. Downey congratulated Mr. Sciuto on the presentation of the Board agenda. Mr. Pendergrass commended the new approach in providing the materials to the Board members.

[Vice Chair Fischer recessed Open Session at 7:50 pm, and commenced Closed Session at 8:00 pm]

13. RECESS TO CLOSED SESSION A. Conference with Real Property Negotiators Property: Waste Water and RUWAP Pipeline Agency Negotiator: Paul A. Sciuto, General Manager Negotiating Parties: Marina Coast Water District Under Negotiation: All Terms and Conditions

14. POSSIBLE ACTION ON CLOSED SESSION ITEM Mr. Wellington, Legal Counsel, reported that the Board came back into Open Session at 8:50 p.m. He announced that in the Closed Session the Board had received information from and gave general directions to its negotiator (the General Manager); no reportable action was taken.

15. ADJOURNMENT At 8:51 p.m. with no further business, Vice Chair Fischer adjourned the meeting to the next regularly scheduled Board Meeting to be held in the Board Room at 5 Harris Court, Building D, in Monterey, California on Monday, July 27, 2015 at 6:00 p.m.

Paul A. Sciuto, General Manager Rudy Fischer, Vice Chair Secretary to the Board MRWPCA Board of Directors

% AMOUNT BOOK MARKET

INST TYPE YIELD AT COST VALUE VALUE

GENERAL FUND

UNION BNK MMF/Checking 0.60% 5,754,969.03 5,754,969.03 5,754,969.03

MTY CTY Lien Account 4,774.89 4,774.89 4,774.89

LAIF Savings 0.26% 10,920.32 10,920.32 10,920.32

UNION BNK Securities 433.75 433.75 433.75 ____________ ___________ ___________

5,771,097.99 5,771,097.99 5,771,097.99

NOTE:

The General Fund Investment Account balance includes:

2012 Bond reserve Restricted 885,500.00

LWH - Certificate of Deposits Restricted 3,000.00

General Fund Unrestricted 4,882,597.99____________

GENERAL FUND TOTAL 5,771,097.99$

Total Unrestricted

3 MONTH RUNNING AVERAGE (April - June) 5,513,554.99$ 4,625,054.99$

CAPITALIZED EQUIPMENT FUND

CAPITAL IMPROVEMENT FUND

UNION BNK Checking 0.60% 203,512.76 203,512.76 203,512.76

UNION BNK Capacity Fees 0.60% 4,059.67 4,059.67 4,059.67 ___________ ___________ ___________

207,572.43 207,572.43 207,572.43

MRWPCA TOTAL 5,978,670.42$

RESTRICTED

2012 Bond reserve Restricted 885,500.00

LWH - Certificate of Deposits Restricted 3,000.00

Capitalized Equipment Fund Restricted 0.00

Capital Improvement Fund Restricted 207,572.43

1,096,072.43$

UNRESTRICTED

General Fund Unrestricted 4,882,597.99$

MRWPCA TOTAL 5,978,670.42$

MRWPCA

PRELIMINARY SCHEDULE OF CASH & INVESTMENTS

AS OF JUNE 30, 2015

1 of 2

% AMOUNT BOOK MARKET

INST TYPE YIELD AT COST VALUE VALUE

MRWPCA

PRELIMINARY SCHEDULE OF CASH & INVESTMENTS

AS OF JUNE 30, 2015

RECLAMATION/SRDF *

SVRP & CSIP O&M - CHECKING 0.60% 28,230.48

SRDF O&M - CHECKING 0.60% 197,214.50

CASH TOTAL $225,444.98

SVRP O&M RESERVE 0.00

CSIP O&M RESERVE 0.00

SVRP BUREAU OF RECL RESERVE 0.00

CSIP BUREAU OF RECL RESERVE 0.00

SVRP SWRCB RESERVE 0.00

SVRP EQUIP REPL RESERVE 0.00

CSIP EQUIP REPL RESERVE 0.00

SRDF EQUIP REPL RESERVE 0.00

RESERVE TOTAL -$ *

RECLAMATION FUNDS TOTAL 225,444.98$

TOTAL OF ALL FUNDS 6,204,115.40$ **

* MCWRA funds are held and invested by MRWPCA

** All funds include MCWRA funds as noted above

Per government code requirements, this schedule of investments is in compliance with MRWPCA's Investment policy

2 of 2

(1) Fiscal Year 14/15 accruals may still be pending.

97.72% 96.36% 96.12%

30.51%

0.00%

25.00%

50.00%

75.00%

100.00%

MRWPCA O&M SVRP CSIP SRDF

% O

F B

UD

GE

T

FY 14/15 BUDGET VS ACTUAL PRELIMINARY EXPENDITURES & ENCUMBRANCES (1)

June 30, 2015 Target = 100%

100.00% TARGET

ANNUAL YTD YTD YTD %

No. DEPARTMENT BUDGET EXPENDED ENCUMB. TOTAL OF BUDGET

10 ADMINISTRATION 1,489,016.00 1,465,773.78 40,084.39 1,505,858.17 101.13%

13 FINANCE 2,047,362.00 1,928,382.56 12,899.83 1,941,282.39 94.82%

25 ENVIRON. & SAFETY 1,459,977.00 1,256,136.35 28,200.98 1,284,337.33 87.97%

30 RTP ADMINISTRATION 639,878.00 574,556.31 24,525.98 599,082.29 93.62%

32 FIELD MAINTENANCE 3,288,831.00 3,251,218.50 95,750.46 3,346,968.96 101.77%

37 COGEN 1,100,914.00 1,070,521.22 35,582.72 1,106,103.94 100.47%

40 RTP MAINT & OPS 6,786,314.00 6,596,732.87 47,872.19 6,644,605.06 97.91%

TOTAL 10 thru 40 16,812,292.00 16,143,321.59 284,916.55 16,428,238.14 97.72%

50 SVRP - RECL. TRMT. PLANT 1,902,779.00 1,802,968.69 30,603.09 1,833,571.78 96.36%

55 CSIP - RECL. DISTR.SYSTEM 1,311,674.00 1,254,279.26 6,445.52 1,260,724.78 96.12%

57 SRDF - RIVER DIVERSION 263,564.00 66,499.38 13,921.77 80,421.15 30.51%

TOTAL ALL DEPTS. 20,290,309.00 19,267,068.92 335,886.93 19,602,955.85 96.61%

(1) Fiscal Year 14/15 accruals may still be pending.

PRELIMINARY EXPENDITURES & ENCUMBRANCES (1)

June 30, 2015

FY 14/15 BUDGET VS ACTUAL

CHECK CHECK VENDOR ITEM CHECK

NUMBER DATE NAME DESCRIPTION AMOUNT

RECLAMATION O&M

117546 6/5/2015 AIRTEC SERVICE HVAC SERVICE $322.25

117547 6/5/2015 ALHAMBRA & SIERRA SPRINGS BOTTLED WATER DELIVERY $13.49

117548 6/5/2015 ANDERSON PACIFIC ENGINEERING PROFESSIONAL SERVICES $22,400.00

117549 6/5/2015 CINTAS CORPORATION #630 UNIFORMS & LAUNDRY SERVICES $98.74


117551 6/5/2015 SIERRA CHEMICAL CO. CHLORINE $6,776.37

117552 6/5/2015 TIM'S GARDENING SERVICE SOIL EROSION SERVICES $833.33

117553 6/5/2015 VALLEY TECH AGRICULTURAL SERVICES SOIL SAMPLING SERVICES $540.00

117554 6/5/2015 VERIZON WIRELESS-DBA WIRELESS SERVICES $1.11

117555 6/11/2015 CASTROVILLE AUTO PARTS INC VALVE CORE & TOOL $7.98

117556 6/11/2015 FEDEX OUTBOUND SHIPPING $49.18

117557 6/11/2015 GAVILAN PEST CONTROL PEST CONTROL SERVICES $325.00

117558 6/11/2015 HACH COMPANY FIELD SERVICE LABOR $1,191.75

117559 6/11/2015 MONTEREY BAY ANALYTICAL SERVICES LAB ANALYSIS SERVICES $65.00


117561 6/17/2015 FIRST NATIONAL BANK OF OMAHA TESTING SUPPLIES $451.01


117563 6/19/2015 HACH COMPANY LAB SUPPLIES $357.28


117565 6/19/2015 VALLEY TECH AGRICULTURAL SERVICES SOIL SAMPLING SERVICES $360.00

2061915 6/19/2015 PACIFIC GAS & ELECTRIC ELECTRICITY, GAS $106,173.64

117566 6/25/2015 CAL CHEM ENTERPRISES ALUMINUM CHLOROHYDRATE $23,286.27



117569 6/25/2015 SOLARCITY CORPORATION ELECTRICITY $20,940.68

SUBTOTAL $211,426.13

SALINAS RIVER DIVERSION O&M


70326 6/11/2015 PACIFIC GAS & ELECTRIC ELECTRICITY $380.40

70327 6/17/2015 FIRST NATIONAL BANK OF OMAHA SPRINKLER REPAIR $21.71

70328 6/25/2015 PACIFIC GAS & ELECTRIC ELECTRICITY $1,170.49

SUBTOTAL $1,593.36

CAPITAL PROJECTS

57639 6/5/2015 ANDERSON PACIFIC ENGINEERING BIOCELL WALL -CONSTRUCTION $5,400.50

57640 6/5/2015 GREEN RUBBER KENNEDY AG HOSES $814.06

57641 6/5/2015 KENNEDY-JENKS CONSULTANTS INC SCADA UPGRADES $21,253.50

57642 6/11/2015 ANDERSON PACIFIC ENGINEERING BIOCELL WALL -CONSTRUCTION $12,141.15

57643 6/11/2015 EXCEEDIO INC. VOIP PAGING SYSTEM -INSTALL $7,618.50

57644 6/11/2015 MONTEREY PENINSULA ENGINEERING CONCRETE REPAIR $189,810.00

57645 6/11/2015 NEWEGG, INC. SERVER RACK ASSEMBLY $43.83

57646 6/11/2015 TJC AND ASSOCIATES, INC. HEADWORKS INFLUENT SLUICE GATE $895.00

57647 6/17/2015 FIRST NATIONAL BANK OF OMAHA EXTRACTOR $1,706.85

57648 6/19/2015 THE DON CHAPIN COMPANY BIOCELL WALL RAIL $7,708.55

57649 6/19/2015 E2 CONSULTING ENGINEERS INC SALINAS PS CAPACITY ENHANCEMENT $1,447.50

57650 6/19/2015 GEMS ENVIRONMENTAL MANAGEMENT UNDERGROUND STORAGE TANK REMOVAL $73,709.67

57651 6/19/2015 MOORE TWINING ASSOCIATES, INC INSPECTION SERVICES $205.00

57652 6/25/2015 AXIOM ENGINEERS, INC. LAB TOC ROOM REMODEL $4,455.00

57653 6/25/2015 CAROLLO ENGINEERS PC SEISMIC UPGRADES $8,953.07

57654 6/25/2015 EXCEEDIO INC. VOIP PAGING SYSTEM -INSTALL $3,767.50

57655 6/25/2015 GRAINGER BUSHINGS, COUPLINGS $174.75

57656 6/25/2015 HACH COMPANY PH & CONDUCTIVITY METERS $2,078.13

57657 6/25/2015 NEXLEVEL INFORMATION TECH, INC SCADA STUDY $8,231.02

57658 6/25/2015 TJC AND ASSOCIATES, INC. CASTROVILLE SLUICE GATE $767.75

57659 6/25/2015 TRIMARK ASSOCIATES, INC. COGEN SUPPORT SYSTEMS $3,795.00

SUBTOTAL $354,976.33

JUNE 2015

MONTHLY CHECK REGISTER



JUNE 2015


GENERAL FUND

1780 6/2/2015 HARTFORD LIFE INSURANCE CO DEFERRED COMPENSATION $27,953.28

1033012 6/4/2015 MONTEREY CREDIT UNION SOCIAL GROUP DUES $177.00

1033013 6/4/2015 MRWPCA OPS BARGAINING GROUP OPERATIONS LEGAL FUND $227.50

1033014 6/4/2015 UNITED WAY OF MONTEREY EMPLOYEE CONTRIBUTION $120.00

1781 6/5/2015 FIRST NATIONAL BANK OF FEDERAL WITHHOLDING MEDICARE TAXES $41,271.10

1782 6/5/2015 PERS, PUBLIC EMPLOYEES PERS RETIREMENT CONTRIBUTION $68,736.90

1783 6/5/2015 EDD 801-3161-8 CALIFORNIASTATE WITHHOLDING TAXES $11,444.55

1033015 6/5/2015 ALHAMBRA & SIERRA SPRINGS BOTTLED WATER DELIVERY $203.92

1033016 6/5/2015 DENNIS ALLION BOARD EXPENSES $204.60

1033017 6/5/2015 AMERICAN SUPPLY COMPANY INC RESTROOM SUPPLIES $171.89

1033018 6/5/2015 AMEZCUA INSURANCE SERVICES PAYMENT STATION FEES $63.60

1033019 6/5/2015 APPLIED INDUSTRIAL OIL SEALS $9.34

1033020 6/5/2015 AT&T PHONE SERVICES $2,035.64

1033021 6/5/2015 AT&T PHONE SERVICES $19.60

1033022 6/5/2015 BAKERCORP DEWATERING SERVICES $69,378.88

1033023 6/5/2015 BUCKLES-SMITH ELECTRIC CO VARIABLE FREQUENCY DRIVE $476.01

1033024 6/5/2015 CAL-AM WATER CO WATER SERVICES $1,654.32

1033025 6/5/2015 CAPITAL ONE NATIONAL ASSOC BOARD REFRESH, KITCHEN SUPPLIES $25.63

1033026 6/5/2015 CINTAS CORPORATION #630 UNIFORMS & LAUNDRY SERVICES $4,903.12

1033027 6/5/2015 COASTAL IGNITION & CONTROLS COGEN PILOT ADJUSTER $421.93

1033028 6/5/2015 GLORIA DE LA ROSA BOARD EXPENSES $351.75

1033029 6/5/2015 STATE OF CALIFORNIA DGS NATURAL GAS $12,012.38

1033030 6/5/2015 ELIZABETH J. DOWNEY BOARD EXPENSES $212.65

1033031 6/5/2015 EDGES ELECTRICAL GROUP, LLC PANEL FOR RADIOS $903.76

1033032 6/5/2015 FEDEX FREIGHT WEST INC OUTBOUND FREIGHT $169.88

1033033 6/5/2015 RUDOLF FISCHER BOARD EXPENSES $450.60

1033034 6/5/2015 GRAINGER SUGGESTION BOX $184.30

1033035 6/5/2015 GRAYBAR ELECTRIC RADIO SWITCHES $571.20

1033036 6/5/2015 GREEN RUBBER KENNEDY AG BARGE DISCHARGE HOSE $2,284.60

1033037 6/5/2015 LINDA GRIER BOARD EXPENSES $121.28

1033038 6/5/2015 HARRIS COURT BUSINESS PARK LOT ASSESSMENTS $1,589.73

1033039 6/5/2015 EDGAR KEIM TEST FEES $150.00

1033040 6/5/2015 KEMIRA WATER SOLUTIONS INC FERRIC CHLORIDE $7,295.80

1033041 6/5/2015 LAMAR BROTHERS TIRE SERVICE VEHICLE REPAIR & MAINTENANCE $767.20

1033042 6/5/2015 PETER LE BOARD EXPENSES $228.75


1033044 6/5/2015 MBS BUSINESS SYSTEMS INK CARTRIDGE $192.16

1033045 6/5/2015 MONTEREY BAY URGENT CARE AUDIOMETRY, SPIROMETRY TESTS $30.00

1033046 6/5/2015 MONTEREY COUNTY PETROLEUM FUEL $8,222.95

1033047 6/5/2015 MONTEREY TIRE SERVICE VEHICLE REPAIR & MAINTENANCE $20.71

1033048 6/5/2015 MOTION INDUSTRIES INC MOTOR GUARDS $54.52

1033049 6/5/2015 NEWEGG, INC. POWER SUPPLY $155.81

1033050 6/5/2015 NEXTRAQ MONITORING FEES FOR GPS $367.65

1033051 6/5/2015 DAVID K PENDERGRASS BOARD EXPENSES $209.20

1033052 6/5/2015 PERKINS COIE LLP LEGAL SERVICES, GROUNDWATER PROJECT $74,882.00

1033053 6/5/2015 JOHN M. PHILLIPS BOARD EXPENSES $100.00

1033054 6/5/2015 QUALITY SCALES UNLIMITED LIQUID WASTE SCALE SERVICE $2,955.00

1033055 6/5/2015 REDSHIFT INTERNET SERVICE $59.95

1033056 6/5/2015 ROTO-ROOTER HYDRO JET MANHOLE $450.00

1033057 6/5/2015 RALPH RUBIO BOARD EXPENSES $104.03

1033058 6/5/2015 SHAPE INCORPORATED FLYGT PUMP CONTROLS $95,759.82

1033059 6/5/2015 SHERWIN-WILLIAMS #8155 PAINT $193.89

1033060 6/5/2015 SHRED-IT USA LLC. SHREDDING SERVICES $56.48

1033061 6/5/2015 STAPLES CONTRACT & COMMERCIAL OFFICE SUPPLIES $179.18

1033062 6/5/2015 RONALD T. STEFANI BOARD EXPENSES $242.55



JUNE 2015


1033063 6/5/2015 TIM'S GARDENING SERVICE GARDENING & LANDSCAPING SERVICES $966.67

1033064 6/5/2015 TRITON CONSTRUCTION PROFESSIONAL SERVICES $1,425.00

1033065 6/5/2015 US POSTMASTER POSTAGE MACHINE REFILL $2,000.00

1033066 6/5/2015 USP TECHNOLOGIES HYDROGEN PEROXIDE $15,216.90

1033067 6/5/2015 VERIZON WIRELESS-DBA WIRELESS SERVICES $460.03

1033068 6/5/2015 WAGEWORKS, INC ACCOUNT MANAGEMENT FEES $102.06

1033069 6/5/2015 XEROX CORPORATION COPIER MAINTENANCE $413.01


1033070 6/11/2015 A-1 MOBILE SERVICE LLC VEHICLE REPAIR & MAINTENANCE $7,614.93

1033071 6/11/2015 AMERICAN SUPPLY COMPANY INC RESTROOM SUPPLIES $289.96

1033072 6/11/2015 APPLIED INDUSTRIAL OIL SEALS $4.67

1033073 6/11/2015 BAYSIDE OIL II INC HAZARDOUS WASTE DISPOSAL $540.00

1033074 6/11/2015 BHI MANAGEMENT CONSULTING PROFESSIONAL SERVICES $1,954.00

1033075 6/11/2015 BREZACK & ASSOCIATES PLANNING FEASIBILITY STUDIES $1,792.50

1033076 6/11/2015 CASTROVILLE AUTO PARTS INC VEHICLE REPAIR & MAINTENANCE $513.43

1033077 6/11/2015 T. GERALD COLE PROFESSIONAL SERVICES $2,080.00

1033078 6/11/2015 CPS HR CONSULTING PROFESSIONAL SERVICES $2,291.39

1033079 6/11/2015 CULLIGAN WATER CONDITIONING WATER SOFTENER SERVICES $110.24

1033080 6/11/2015 EDGES ELECTRICAL GROUP, LLC SQUARE D SOFTSTART $4,587.82

1033081 6/11/2015 FALCON AIR BIRD ABATEMENT BIRD ABATEMENT SERVICES $2,400.00

1033082 6/11/2015 FASTENAL COMPANY DISPOSABLE GLOVES $1,022.62


1033084 6/11/2015 FERGUSON ENTERPRISES INC PVC PIPE $87.13

1033085 6/11/2015 FISHER SCIENTIFIC COMPANY AGAR PLATES $320.64

1033086 6/11/2015 GAVILAN PEST CONTROL PEST CONTROL SERVICES $250.00

1033087 6/11/2015 GRAINGER LABEL PRINTER $348.29

1033088 6/11/2015 GREEN LINE LIQUID WASTE HAULER VACUUM TRUCK RENTAL $5,940.00

1033089 6/11/2015 GREEN RUBBER KENNEDY AG GENERATOR, GLOVES $1,824.61

1033090 6/11/2015 GREEN VALLEY INDUSTRIAL SUPPLY FLAPPER DISCS, CUTOFF WHEELS $199.43

1033091 6/11/2015 HACH COMPANY PROBE $1,223.25

1033092 6/11/2015 HAZEN AND SAWYER,P.C. PROFESSIONAL SERVICES $5,673.00

1033093 6/11/2015 HOME DEPOT CREDIT SERVICES VARIOUS TOOLS AND OPERATING SUPPLIES $418.72

1033094 6/11/2015 HYDROFLOW WEST PROFESSIONAL SERVICES $20,026.56

1033095 6/11/2015 INSIGHT PLANNERS PR SERVICES $2,400.00

1033096 6/11/2015 INTERSTATE BATTERY SYS GENERATOR BATTERY $388.77



1033099 6/11/2015 MCWD, MARINA COAST WATER DIST WATER SERVICES $260.62


1033101 6/11/2015 MONTEREY COUNTY DEPT OF HEALTH LAB ANALYSIS SERVICES $466.00

1033102 6/11/2015 MONTEREY COUNTY WEEKLY ADVERTISING SERVICES, STORMWATER $583.00

1033103 6/11/2015 MONTEREY TIRE SERVICE VEHICLE REPAIR & MAINTENANCE $267.36

1033104 6/11/2015 MRWMD, MONTEREY REGIONAL WASTE DISPOSAL FEES $35,128.58

1033105 6/11/2015 MRWPCA REVENUE FUND SEWER USAGE FEE $109.06

1033106 6/11/2015 BETTY NEBB REFRESH - RETIREMENT $251.45

1033107 6/11/2015 NEWEGG, INC. WIFI BRIDGE $357.50

1033108 6/11/2015 NOVA MANAGEMENT, INC. STAFFING SERVICES $902.40

1033109 6/11/2015 OFFICE DEPOT INC - OFFICE SUPPLIES $213.25

1033110 6/11/2015 PAJARO / SUNNY MESA WATER SERVICES $34.51

1033111 6/11/2015 STEVEN PALLAD CONSULTING SERVICES $3,960.00

1033112 6/11/2015 PENINSULA MESSENGER SERVICE COURIER SERVICES $697.00

1033113 6/11/2015 PRAXAIR DISTRIBUTION INC-198 WELDING GAS $304.72

1033114 6/11/2015 ROTO-ROOTER HYDRO JET MANHOLE $150.00

1033115 6/11/2015 RALPH RUBIO BOARD EXPENSES $104.03

1033116 6/11/2015 SAFETY CENTER INCORPORATED HAZWOPR TRAINING $1,350.00

1033117 6/11/2015 SAVE THE WHALES CONSULTING SERVICES, STORMWATER $18,874.87



JUNE 2015


1033118 6/11/2015 SEPARATION PROCESSES, INC. SUPPORT SERVICES, GROUNDWATER $3,090.00

1033119 6/11/2015 JOHN SERRATO LICENSE RENEWAL $42.00

1033120 6/11/2015 BAHMAN SHEIKH, PH D, PE SUPPORT SERVICES, GROUNDWATER $18,205.00

1033121 6/11/2015 TORO PETROLEUM CORPORATION VEHICLE FUEL $61.94

1033122 6/11/2015 ROBERT R WELLINGTON LEGAL SERVICES $9,915.00

1790 6/12/2015 PARS PARS RETIREMENT CONTRIBUTION $803.54


1033123 6/17/2015 FIRST NATIONAL BANK OF OMAHA TONER, EXTERNAL HD, SSD, INK, TABLET $17,242.94

1787 6/19/2015 FIRST NATIONAL BANK OF FEDERAL WITHHOLDING MEDICARE TAXES $47,391.40

1789 6/19/2015 EDD 801-3161-8 CALIFORNIASTATE WITHHOLDING TAXES $13,254.20

1033124 6/19/2015 AIRTEC SERVICE HVAC SERVICE $1,709.60

1033125 6/19/2015 AMEZCUA INSURANCE SERVICES PAYMENT STATION FEES $194.65

1033126 6/19/2015 APPLIED INDUSTRIAL MOTOR $388.99

1033127 6/19/2015 ASSOCIATED SERVICES KITCHEN SUPPLIES $459.17

1033128 6/19/2015 AT&T PHONE SERVICES $562.08

1033129 6/19/2015 AUTOMATIC FUNDS TRANSFER SERV. HOME BANKING SERVICES $1,046.50

1033130 6/19/2015 BANK OF AMERICA WATER AWARENESS COMMITTEE $30.25

1033131 6/19/2015 BUCKLES-SMITH ELECTRIC CO PUMP STATION REBUILD $2,315.30

1033132 6/19/2015 CAL-AM WATER CO WATER SERVICES $302.37

1033133 6/19/2015 CDW-GOVERNMENT, INC. INFORMATION SYSTEMS SUPPORT SERVICES $8,208.79

1033134 6/19/2015 CITY OF SALINAS NSD FEES $560,199.29

1033135 6/19/2015 E2 CONSULTING ENGINEERS INC DESIGN SERVICES, GROUNDWATER PROJECT $17,622.50

1033136 6/19/2015 EDGES ELECTRICAL GROUP, LLC LIGHTING $231.50

1033137 6/19/2015 FALCON AIR BIRD ABATEMENT BIRD ABATEMENT SERVICES $2,400.00

1033138 6/19/2015 FASTENAL COMPANY VALVES $89.60

1033139 6/19/2015 FEDEX FREIGHT WEST INC OUTBOUND SHIPPING $349.39

1033140 6/19/2015 FERGUSON ENTERPRISES INC TOOLS, VALVES $192.40

1033141 6/19/2015 FIRST ALARM ALARM SERVICES $333.48

1033142 6/19/2015 FISHER SCIENTIFIC COMPANY LAB SUPPLIES $1,297.31

1033143 6/19/2015 GRAINGER FITTINGS $1,423.17

1033144 6/19/2015 GREEN RUBBER KENNEDY AG REPLACEMENT HOSES $2,481.46

1033145 6/19/2015 GREEN VALLEY INDUSTRIAL SUPPLY NUTS, BOLTS $405.85

1033146 6/19/2015 HERITAGE ENVIRONMENTAL SERVICES CHEMICAL DISPOSAL $2,660.87



1033149 6/19/2015 MONTEREY BAY URGENT CARE DMV PHYSICAL $80.00

1033150 6/19/2015 MONTEREY COUNTY DEPT OF HEALTH ANNUAL PERMIT FEES $13,272.00

1033151 6/19/2015 MONTEREY COUNTY PUBLIC WORKS NSD FEES $70,089.19

1033152 6/19/2015 MONTEREY SANITARY SUPPLY CORP RESTROOM SUPPLIES $54.70

1033153 6/19/2015 NOVA MANAGEMENT, INC. STAFFING SERVICES $2,227.80


1033155 6/19/2015 POLYDYNE INC POLYMER $55,763.73

1033156 6/19/2015 CHERYL ROGERS MILEAGE REIMBURSEMENT $11.50

1033157 6/19/2015 SJ STATE UNIV RESEARCH FOUND. OUTFALL SAMPLING $630.00

1033158 6/19/2015 TELEDYNE ISCO INC TUBING $370.41

1033159 6/19/2015 TRITON CONSTRUCTION UNDERGROUND STORAGE INSPECTIONS $300.00

1033160 6/19/2015 USP TECHNOLOGIES HYDROGEN PEROXIDE $15,008.17

1033161 6/19/2015 ROBERT R WELLINGTON LEGAL SERVICES $1,700.00

1033162 6/19/2015 ZERO WASTE ENERGY, LLC ELECTRICITY $4,280.78

1033163 6/19/2015 MONTEREY CREDIT UNION SOCIAL GROUP DUES $180.00

1033164 6/19/2015 MRWPCA OPS BARGAINING GROUP OPERATIONS LEGAL FUND $227.50

1033165 6/19/2015 UNITED WAY OF MONTEREY EMPLOYEE CONTRIBUTION $120.00


1788 6/22/2015 PERS, PUBLIC EMPLOYEES PERS RETIREMENT CONTRIBUTION $72,581.67

1033166 6/25/2015 ABM JANITORIAL SERVICES JANITORIAL SERVICES $3,827.80

1033167 6/25/2015 ALLIANT INSURANCE SERVICES INSURANCE POLICY RENEWAL $629.00



JUNE 2015


1033168 6/25/2015 APPLIED INDUSTRIAL PUMP $1,386.61

1033169 6/25/2015 AUTOMATIC FUNDS TRANSFER SERV. PRINTING & POSTAGE $12,230.20

1033170 6/25/2015 B&B ELECTRONICS MANUFACTURING POWER SUPPLIES $328.60

1033171 6/25/2015 BUCKLES-SMITH ELECTRIC CO CONTACTOR, RELAY $403.95

1033172 6/25/2015 CAL-AM WATER CO WATER SERVICES $578.89

1033173 6/25/2015 CASTROVILLE AUTO PARTS INC BELTS $27.96

1033174 6/25/2015 CASTROVILLE COMM. SERVICES. DIST. WATER SERVICES $39.28

1033175 6/25/2015 COASTAL IGNITION & CONTROLS COGEN PILOT ADJUSTER $1,381.52

1033176 6/25/2015 COLANTUONO, HIGHSMITH &WHATLEY LEGAL SERVICES $506.00

1033177 6/25/2015 CYPRESS COAST FORD VEHICLE REPAIR & MAINTENANCE $69.26

1033178 6/25/2015 DYNAMIC PRESS-DBA OFFICE SUPPLIES $5,414.62

1033179 6/25/2015 ENTRAVISION COMMUNICATIONS ADVERTISING SERVICES, STORMWATER $800.00


1033181 6/25/2015 FISHER SCIENTIFIC COMPANY POWER SUPPLY $959.02

1033182 6/25/2015 FLOW SCIENCE INCORPORATED CONSULTING SERVICES $342.00

1033183 6/25/2015 GRAINGER FUSES $1,135.25

1033184 6/25/2015 GREEN RUBBER KENNEDY AG CAMLOCKS, FITTINGS $1,157.06

1033185 6/25/2015 GREEN VALLEY INDUSTRIAL SUPPLY TOOL BOX, BROOM $170.01

1033186 6/25/2015 HARRIS COURT BUSINESS PARK LOT ASSESSMENTS $1,589.73

1033187 6/25/2015 INDUSTRIAL SCIENTIFIC CORP. CALIBRATION GAS $3,431.75




1033191 6/25/2015 MONTEREY BAY URGENT CARE VACCINES,DMV PHSICAL $320.00

1033192 6/25/2015 MONTEREY COUNTY PETROLEUM DIESEL FUEL $10,482.07

1033193 6/25/2015 NOVA MANAGEMENT, INC. STAFFING SERVICES $1,092.75

1033194 6/25/2015 PAPE MACHINERY INC VEHICLE REPAIR & MAINTENANCE $1,943.04

1033195 6/25/2015 PERKINS COIE LLP LEGAL SERVICES, GROUNDWATER PROJECT $46,863.00

1033196 6/25/2015 TORO PETROLEUM CORPORATION VEHICLE FUEL $110.49

1033197 6/25/2015 TRIMARK ASSOCIATES, INC. SUPPORT SERVICES $1,450.00

1033198 6/25/2015 UNITED RENTALS INC WOOD CHIPPER RENTAL $932.01

1033199 6/25/2015 BARBARA WILBORN TUITION REIMBURSEMENT $369.50



SUBTOTAL $1,905,727.32

TOTAL $2,473,723.14

CAPITAL IMPROVEMENT PROGRAM (Actual vs. Budgeted 2014/15)

$3,800,000

$3,036,389

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

Note: preliminary total for FY14/15 – year end expenses still being finalized.

2014/15

Budgeted

Amount

July 2014-

June 2015

Expenditures

CAPITALIZED EQUIPMENT FUND (Actual vs. Budgeted 2014/15)

$616,830 $614,830

$0

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

$700,000

2014/15

Budgeted

Amount

July 2014 –

June 2015

Expenditures

URBAN RECLAMATION PROGRAM (Actual vs. Budgeted 2014/15)

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

4,500,000

MPWMD Reimbursements

RUWAP

Brine/Outfall

GWR

2014/15

Approved

Budget

July 2014–

June 2015

Expenditures

MPWMD

FY 2014/15

Reimbursement**

MPWMD agrees to

reimburse the agency

for 75% of

GWR expenditures.

$2,798,805

$617,416

$41,884

$3.4M

$644,646*

$55,036

$1,300,315

*Depreciation to be paid by Cal Am is removed from budget.

**Invoiced MPWMD for $284,953 on June 16, 2015.

**Invoiced MPWMD for $228,493 on June 30, 2015.

CAPACITY CHARGES Actual vs. Anticipated 2014/15 Revenues

June 2015

$500,000

$881,154

$0

$200,000

$400,000

$600,000

$800,000

.

2014/15

Anticipated

Revenue

July 2014 –

June 2015

Actual Revenue


Updated Residential Dwelling-Unit Aggregate Allocation

as of 06/30/03 6/30/2015

ALLOCATION *PERMITS OVERALL ACTUAL

MEMBER ENTITY PER MRWPCA ISSUED UTILIZATION REMAINING PERCENT

ORDINANCE # 04/01/15-06/30/15 (10/1/04 TO DATE) BALANCE UTILIZATION

2011-02 42ND QUARTER

Boronda 0 17

Castroville 0 142

Del Rey Oaks 0 0

Marina CWD 0 89

Monterey 0 146

Moss Landing 0 1

Pacific Grove 0 54

Salinas 63 1,498

Sand City 0 66

Seaside 0 28

SUBTOTAL (85%) 6,034 63 2,041 3,993 33.82%

RESERVE (15%) 1,065 0 0 1,065 0.00%

TOTAL 7,099 63 2,041 5,058 28.75%

Four-year allocation for October 1, 2004 through September 30, 2008 (approved September 2004/extended to January 2013).

(1) Note: The expected utilization for this date is 6,034 Units (100%)

*Permits issued are for new construction on vacant land, or for addition living units added to a parcel.

Units that are demolished then rebuilt are not considered part of this allocation. Allocation is for new construction only.


POLLUTION CONTROL AGENCY



5 – H

AGENDA TITLE: APPROVE MRWPCA RESOLUTION 2015-15, A

RESOLUTION IDENTIFYING THE AGENCY POSITIONS

THAT ARE AUTHORIZED TO ORDER THE DEPOSIT OR

WITHDRAWAL OF MONIES IN THE LOCAL AGENCY

INVESTMENT FUND (LAIF), AND REPEALING PRIOR

RESOLUTION NO. 2006-3 REGARDING THE SAME

MATTER.


CONTACT: TORI HANNAH, CHIEF FINANCIAL OFFICER

Phone: (831) 645-4623

DEPARTMENT SUMMARY AND REQUESTED BOARD ACTION:

LAIF requires two authorized signers to manage the Agency’s designated LAIF account.

Currently, there is only one filled position available to authorize LAIF transactions. This

resolution removes the Director of Finance/Treasurer and the Director of Administrative

Services position; and adds the Chief Financial Officer position. While this Resolution

also includes the vacant Assistant General Manager position, LAIF will allow the Agency

to add the corresponding individual’s name and signature once the position is filled.

Approving this resolution will allow the Chief Financial Officer and the General Manager

to continue managing investment activities with the LAIF.

FINANCIAL IMPACT: ( ) Yes ( X ) No

FUNDING SOURCE: N/A

BUDGET RECAP: N/A

PRIOR BOARD

ACTIONS: N/A




ALTERNATIVES: N/A

COMMITTEE REVIEW

AND ACTION: N/A

MANAGER

RECOMMENDATION: Approve Resolution No. 2015-15

ATTACHMENTS: MRWPCA Resolution No. 2015-15

RECOMMENDED

MOTION: Approve Resolution No. 2015-15, identifying the Agency

positions that are authorized to order the deposit or

withdrawal of monies in the Local Agency Investment Fund

(LAIF) and repealing prior Resolution No. 2006-03

regarding the same matter.

RESOLUTION NO. 2015-15

A RESOLUTION IDENTIFYING THE AGENCY POSITIONS THAT ARE AUTHORIZED TO ORDER THE DEPOSIT OR WITHDRAWAL OF MONIES IN THE LOCAL AGENCY INVESTMENT FUND (LAIF), AND REPEALING

RESOLUTION NO. 2006-3 REGARDING THE SAME MATTER

BE IT RESOLVED by the Board of Directors of the Monterey Regional Water Pollution Control Agency, as follows: Resolution No. 2006-3 Repealed. The Agency’s prior Resolution No. 2006-3, relating to the Monterey Regional Water Pollution Control Agency authorizing investment of monies in the Local Agency Investment Fund (LAIF), is hereby repealed in its entirety and replaced with this Resolution. WHEREAS, the Local Agency Investment Fund is established in the State Treasury under Government Code section 16429.1 et seq. for the deposit of money of a local agency for purposes of investment by the State Treasurer; and WHEREAS, the Board of Directors hereby finds that the deposit and withdrawal of money in the Local Agency Investment Fund in accordance with Government Code Section 16429.1 et. seq. for the purpose of investment as provided therein is in the best interest of the Monterey Regional Water Pollution Control Agency; NOW THEREFORE, BE IT RESOLVED, that the Board of Directors hereby authorizes the deposit and withdrawal of Monterey Regional Water Pollution Control Agency monies in the Local Agency Investment Fund in the State Treasury in accordance with Government Code 16429.1 et. seq. for the purpose of investment as provided therein.

BE IT FURTHER RESOLVED, as follows:

Section 1. The following Monterey Regional Water Pollution Control Agency officers holding the title (s) specified herein below or their successors in office are each hereby authorized to order the deposit or withdrawal of monies in the Local Agency Investment Fund and may execute and deliver any and all documents necessary or advisable in order to effectuate the purposes of this resolution and the transactions contemplated hereby: Paul Sciuto, General Manager Tori Hannah, Chief Financial Officer

_______________________________ _______________________________ (Signature) (Signature)

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Attachment 1 Page 1 of 2

(vacant position), Assistant General Manager

__________________________________ (Signature – provided upon filling position)

Section 2. This Resolution shall remain in full force and effect until rescinded by the Board of Directors by resolution and a copy of the Resolution rescinding this Resolution is filed with the State Treasurer’s Office. PASSED AND ADOPTED by the Board of Directors of the Monterey Regional Water Pollution Control Agency at a regular meeting duly held on July 27, 2015, by the following vote: AYES:

NOES:

ABSENT:

_________________________________ Gloria De La Rosa, Chair MRWPCA Board of Directors ATTEST: _________________________________ Paul Sciuto, General Manager Secretary to the Board

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AGENDA ITEM: 5 – I

AGENDA TITLE: ADOPT MRWPCA RESOLUTION NO. 2015 –16,

AUTHORIZING PURCHASE OF A FRANKLIN MILLER

MODEL DMT-15 DIMINUTO GRINDER AS A SPARE

FOR FIVE AGENCY PUMP SATIONS, WITHOUT

FORMAL COMPETITIVE BIDDING


CONTACT: BRET BOATMAN, MAINTENANCE SUPERVISOR

Phone: 883-6166

DEPARTMENT SUMMARY AND REQUESTED BOARD ACTION: The Maintenance Department requests approval to sole source purchase one DM T-15 Dimminutor Grinder System manufactured by Franklin Miller to use as a spare for five Agency pump stations at the cost of $45,711, under exception of Purchasing Resolution No. 87-19. This unit grinds up solids in the influent channel of our pump stations, reducing wear and tear on the pumps and downstream facilities and reducing the risk of plugged sewage pumps. This grinder can be used at five different Agency pump stations (Castroville, Reeside, Coral, Fountain, and Seaside) which have the same model type manufactured by Franklin Miller as the above proposed spare. The ability to replace a grinder with a spare for maintenance is critical to a pump station’s operation. Currently, when staff removes a grinder for maintenance or repairs, they spend numerous hours de-ragging and removing solids from clogged station pumps. This activity increases the risk for staff injury and can cause station failures from clogged pumps. The purchase of this spare grinder will help eliminate these potential issues and would, therefore, be in the public’s interest. The purchase of this unit is included in this year’s approved budget, at a budgeted amount of $50,750.


FUNDING SOURCE: Capitalized Equipment Fund




BUDGET RECAP: Total Estimated Cost: $ 45,711

Amt Expended to Date: $ 0

Amt Budgeted FY 11/12: $ 50,750

New Funding Required: No

New Revenue: No

Revenue Impact: None

New Personnel? NO

Change in Board Policy? NO

PRIOR BOARD

ACTIONS: Approved FY15/16 Budget (June 29, 2015).

ALTERNATIVES: No other company/manufacturer offers a grinder that can

fit within the existing channels or grinder mounts without

extensive rework.

COMMITTEE REVIEW

AND ACTION: N/A

MANAGER

RECOMMENDATION: Recommend approval.

ATTACHMENTS: MRWPCA Resolution No. 2015-16

RECOMMENDED

MOTION: Adopt MRWPCA Resolution No. 2015-16, authorizing

purchase of a Franklin Miller Model DMT-15 Dimminutor

system grinder, without formal competitive bidding, at a

cost of $45,711. Z:\Board Agenda Packets\Non-Routine Agenda Items\2008\September\fops dimminutor V1 bh 9_17_08.doc


A RESOLUTION AUTHORIZING PURCHASE OF A FRANKLIN MILLER GRINDER AS A SPARE FOR FIVE AGENCY PUMP

STATIONS WITHOUT FORMAL COMPETITIVE BIDDING UNDER EXCEPTION TO PURCHASING RESOLUTION NO. 87-19

WHEREAS, the Agency’s approved FY 15-16 budget, Capitalized

Equipment Fund includes the purchase of one grinder for a spare for five Agency Pump Stations and;

WHEREAS, the Agency has determined that it is most cost effective and

in the public’s best interest to purchase like make and model pump units at the Regional Pump Stations and; WHEREAS, Agency Resolution No. 87-19 provides an exception to that

Resolution’s requirement for solicitation of bids for certain purchases by allowing purchases by other means when the Board of Directors finds and determines that such purchases are in the public interest; and

WHEREAS, the Board has received and reviewed staff reports and

verbal testimony discussing the advantages of procuring said grinder without competitive bidding. Specifically, the purchase of like make and model units allows for considerable savings for spare parts, energy conservation and allows for flexibility in servicing and maintaining the pump stations; and WHEREAS, the Board has received and reviewed staff reports and

verbal testimony that purchase of the Franklin Miller Model DMT-15 Dimminutor Grinder without competitive bidding and pursuant to a negotiated purchase is hereby found and determined to be in the public interest;

NOW, THEREFORE BE IT RESOLVED by the Board of Directors

of the Monterey Regional Water Pollution Control Agency, as follows: 1. That procurement of said grinder through formal competitive bidding would be unavailing, would not produce an advantage and would, therefore, not be in the public interest.

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2. That the General Manager is authorized and directed to procure the above-described grinder at a price not to exceed $45,711, including tax and shipping, pursuant to the exemption provisions of Paragraph 4 of Resolution No. 87-19, as described in the attached Agenda Transmittal.

PASSED, APPROVED AND ADOPTED by the Board of Directors

of the Monterey Regional Water Pollution Control Agency at a regular meeting duly held on July 27, 2015 by the following vote: AYES: NOES: ABSENT:

Gloria De La Rosa, Chair MRWPCA Board of Directors

ATTEST:

Paul Sciuto, General Manager Secretary to the Board

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AGENDA ITEM: 6 – A

AGENDA TITLE: BUDGET/PERSONNEL COMMITTEE

Consent ( ) Action ( X ) Informational ( )


Phone: 372-3367 OR 422-1001


The General Manager and Legal Counsel met with the Budget/Personnel Committee on Friday, July 10, 2015 on the following agenda items:

PUBLIC COMMENTS

1. APPROVE JUNE 12, 2015 BPC MINUTES

2. UPDATE ON ASSISTANT GENERAL MANAGER RECRUITMENT

3. APPROVE SOLE-SOURCED CONTRACT FOR SEASIDE PUMP STATION DRIVES PROJECT

4. CONSIDER RESOLUTION NO. 2015-18 WHICH AUTHORIZES STANDARDIZED PURCHASES OF VARIABLE FREQUENCY DRIVES MANUFACTURED BY ALLEN BRADLEY FOR THE NEXT FIVE YEARS

5. UPDATE ON SHARED SERVICES STUDY WITH MRWMD

6. CONSIDER APPLICATION FOR DISTRICT TRANSPARENCY CERTIFICATE OF EXCELLENCE

7. STAFF MEMBER COMMENTS

8. COMMITTEE MEMBER COMMENTS

9. RECESS TO CLOSED SESSION A. Public Employee Appointment: Assistant General Manager

10. POSSIBLE ACTION ON CLOSED SESSION

11. ADJOURNMENT


FUNDING SOURCE: N/A




BUDGET RECAP: N/A


ALTERNATIVES: N/A

COMMITTEE REVIEW AND

ACTION: N/A

MANAGER RECOMMENDATION: N/A

ATTACHMENTS: 1. July 10, 2015 Draft BPC Minutes

2. BPC Staff Report: Update on Assistant General Manager Recruitment

3. BPC Staff Report: Consider Approval of Sole-Sourced Contract for Seaside Pump Station Drives Project

4. BPC Staff Report: Consider Resolution No. 2015-18 Authorizing standardized Purchases of VFDs Manufactured by Allen Bradley for the Next Five Years

5. BPC Staff Report: Update on Shared Services Study with MRWMP

6. BPC Staff Report: Consider Application for District Transparency Certificate of Excellence

RECOMMENDED

MOTION:

Receive and Approve Budget/Personnel Committee recommendation(s), as follows:

That the Board approve Resolution No. 2015-17, authorizing the purchase of four (4) Allen Bradley 600 HP DC Drives without formal competitive bidding; and, approve a contract with Buckles-Smith/Rockwell Automation to perform the Seaside Pump Station Drives Replacement Project with Allen Bradley Drives in the amount of $284,721.75.




RECOMMENDED

MOTION: (cont)

That the Board approve Resolution No. 2015-18, authorizing staff to standardize purchase of Allen Bradley VFDs as a sole brand and transition all VFD purchases, when possible, to Allen Bradley platforms with sole sourcing to Buckles-Smith/Rockwell Automation, the only manufacturer-authorized representative of Allen Bradley VFDs in Northern California, for the next five years starting with FY15/16.

U:\Board Clerk\Board Agendas\Routine Agenda Items\2015\June\June 29\BPC 6-12-15 Meeting Transmittal.doc

Joint Powers Authority Member Entities: Boronda County Sanitation District, Castroville Community Services Water District, County of Monterey, Del Rey Oaks, Fort Ord, Marina Coast Water District, Monterey,

Moss Landing County Sanitation District, Pacific Grove, Salinas, Sand City, and Seaside.

C O M M I T T E E M I N U T E S / R E P O R T

BUDGET/PERSONNEL COMMITTEE

Friday, July 10, 2015 12:30 pm to 1:51 pm

5 Harris Court, Building D

Monterey, California

1. CALL TO ORDER

2. ROLL CALL

3. PUBLIC COMMENTS



6. APPROVE SOLE-SOURCE CONTRACT FOR SEASIDE PUMP STATION DRIVES PROJECT

7. CONSIDER STANDARDIZED PURCHASES OF VARIABLE FREQUENCY DRIVES MANUFACTURED BY ALLEN BRADLEY FOR THE NEXT FIVE YEARS

8. UPDATE ON SHARED SERVICES STUDY WITH MONTEREY REGIONAL WASTE MANAGEMENT DISTRICT (MRWMD)

9. CONSIDER APPLICATION FOR DISTRICT TRANSPARENCY CERTIFICATE OF EXCELLENCE

10. STAFF MEMBER COMMENTS

11. COMMITTEE MEMBER COMMENTS

12. RECESS TO CLOSED SESSION

A. Public Employee Appointment – Assistant General Manager

13. POSSIBLE ACTION ON CLOSED SESSION ITEM

14. ADJOURNMENT

DRAFT

For Board informational purposes only. These minutes will be considered for approval by the Committee at the

August 14 BPC meeting.

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BUDGET/PERSONNEL COMMITTEE DRAFT July 10, 2015 Page 2 of 6 PRESENT: Budget/Personnel Committee

Rudy Fischer, Chair Dennis Allion Gloria De La Rosa Linda Grier (Alternate)

ABSENT:

Peter Le

PRESENT: MRWPCA Staff:

Paul Sciuto General Manager

Rob Wellington Legal Counsel

Tori Hannah Chief Financial Officer

Leara Sampson HR Administrator

Jennifer Gonzalez Engineering Manager

Cheryl Rogers Administrative Support Specialist

Betty Nebb Executive Assistant

OTHERS PRESENT: None

3. PUBLIC COMMENTS At 12:31 am, Chair Fischer called for Public Comments; none received.


Chair Fischer stated that the June 12, 2015 draft BPC minutes are presented to the BPC for their approval.

ACTION TAKEN: On a motion by Mr. Allion, seconded by Ms. De La Rosa, the Budget/Personnel Committee unanimously approved the June 12, 2015 BPC Minutes. [Yes: Fischer, Allion, and De La Rosa] [Abstained: Grier] [Absent: Le]


Ms. Sampson reported on the progress of the AGM recruitment. She explained that staff met with Pam Derby, Senior Consultant from CPS HR, on June 9 to consider the results of the preliminary screening of the candidates. Out of 31 resumes submitted, six candidates were chosen to be interviewed by a technical and a management interview panel of staff that included an external panel member, Mr. William Kocher, MCWD Interim General Manager. Following those interviews, the top two candidates for the position were identified and interviewed

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BUDGET/PERSONNEL COMMITTEE DRAFT July 10, 2015 Page 3 of 6

a final time with selected staff members. One candidate interviewed yesterday, July 9; the second interviewed earlier today. Mr. Sciuto stated that he was acquainted with both candidates through the industry and by reputation and felt confident about having two well-qualified choices for the position. He added that the qualifications of each candidate would be discussed in Closed Session and that a decision was likely to be made within a week.

Information only – No action is required.

6. CONSIDER CONTRACT FOR SEASIDE PUMP STATION DRIVES REPLACEMENT PROJECT (CP290) Ms. Gonzalez provided background and explained the need for replacing four (4) 600 HP DC Drives at the Seaside pump station. She explained that the drives are the original drives installed when the pump station was built in 1984 and have reached the end of their useful life. A similar project was completed last year for the Ft. Ord pump station and some parts were salvaged that have been used for the Seaside pump station drives. Replacement of these DC drives is necessary to update the technology of the drives and to make this pump station reliable again. Ms. Gonzalez stated that the SCADA equipment at the Regional Treatment Plant (RTP) and the majority of the Agency pump stations have been standardized on the Allen Bradley platform. Therefore, staff requests approval of a contract with Buckles-Smith/Rockwell Automation to perform the drives replacement work at the Seaside pump station in the amount of $284,721.75. She also recommends sole sourcing and sole branding the drives for the following reasons:

One type of drive decreases costs for stocking spare parts

Allen Bradley (AB) drives are compatible with AB control system – other drive manufacturers would have to modify installed drives to integrate into the existing control system

MRWPCA staff has experience and are trained to work on AB drives

MRWPCA currently has spare parts that could be used for the AB drives in the future

Buckles-Smith/Rockwell Automation is very familiar with the work needed for the Seaside pump station since they worked on the Ft. Ord pump station project.

During discussion, Mr. Allion noted that while the contract cost is less than the budgeted amount for the project, he asked if staff costs are included in the budget. Ms. Gonzalez stated that staff costs are part of the total budget for the

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project and she expects labor costs to be less on this project since staff has had recent experience completing similar work for the Ft. Ord project.

ACTION TAKEN: On a motion by Ms. De La Rosa, seconded by Ms. Grier, the Budget/Personnel Committee recommends that the Board approve Resolution 2015-XX, authorizing the purchase of four (4) Allen Bradley 600 HP DC Drives without formal competitive bidding; and, approve a contract with Buckles-Smith/Rockwell Automation to perform the Seaside Pump Station Drives Replacement Project with Allen Bradley Drives in the amount of $284,721.75. [Yes: Fischer, Allion, De La Rosa, and Grier] [Absent: Le]

7. CONSIDER RESOLUTION No. 2015-XX WHICH AUTHORIZES

STANDARDIZED PURCHASES OF VARIABLE FREQUENCY DRIVES (VFDs) MANUFACTURED BY ALLEN BRADLEY FOR THE NEXT FIVE YEARS Ms. Gonzalez stated that over the next five years, the Agency will need to replace, at a minimum, 15 Variable Frequency Drives (VFDs) at our pump stations and an equal number at the RTP. Allen Bradley is one of the leaders in the industry and by standardizing these purchases with one manufacturer, the Agency will be able to save operational funds on both training and on cost for spare parts. Ms. Gonzalez added that there are few drives manufactured that are compatible with Agency pumps and SCADA equipment at our facilities; Allen Bradley meets the Agency’s requirements. The resolution being considered will allow staff to purchase AB equipment from Buckles-Smith/Rockwell Automation, the only manufacturer-authorized local representative (sole source) for Allen Bradley, located in San Ramon, California. This firm is very reliable and very competitive in their pricing. They have successfully performed work at our RTP and pump stations including the Fort Ord Pump Station Drives Replacement Project last fiscal year. Approving this Resolution will allow staff to sole-source these purchases; however, Ms. Gonzalez noted that any purchases over $35,000 would come to the Board for approval.

ACTION TAKEN: On a motion by Ms. Grier, seconded by Mr. Allion, the Budget/Personnel Committee recommends that the Board approve Resolution No. 2015-XX, authorizing staff to standardize purchase of Allen Bradley VFDs as a sole brand and transition all VFD purchases, when possible, to Allen Bradley platforms with sole sourcing to Buckles-Smith/Rockwell Automation, the only manufacturer-authorized representative of Allen Bradley VFDs in Northern California, for the next five years starting with FY15/16. [Yes: Fischer, Allion, De La Rosa, and Grier] [Absent: Le]

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BUDGET/PERSONNEL COMMITTEE DRAFT July 10, 2015 Page 5 of 6 8. UPDATE ON SHARED SERVICES STUDY WITH MONTEREY REGIONAL

WASTE MANAGEMENT DISTRICT (MRWMD) Mr. Sciuto explained this draft report is a result of discussions with MRWMD to seek out opportunities for shared job functions or collaborative processes to improve operational or administrative efficiencies. To facilitate this development, MRWPCA requested a proposal from BHI Management Consulting to work with both agencies to set up a shared service pilot program. Mr. Allion stated that he has been an advocate for considering this approach and noted the current positions between the two agencies. Mr. Sciuto explained there are details to be considered and further study is needed before anything is formalized. Discussion followed regarding the differences in organizational structure (a Special District and a Joint Powers Authority); and Mr. Wellington stated that difference would have no effect on creating a joint agreement for shared services. Mr. Sciuto added that there is a history between our organizations of sharing services in maintenance and safety operations. He added that he has scheduled a phone conference with Mr. Tim Flanagan and the Consultant to review this draft report. An error in staffing levels in the report was noted, and Mr. Sciuto stated a final report will likely be available in September.


9. CONSIDER APPLICATION FOR AGENCY TRANSPARENCY CERTIFICATE OF EXCELLENCE Mr. Sciuto stated that California Special Districts Association (CSDA) has a leadership foundation that has created a certification program to recognize efforts by special districts to promote transparency in operations and governance. He reviewed several of the requirements for the certification and noted that there are many areas where the Agency is already in compliance. He noted some administrative/Board procedures that comply with the requirements, but are not formalized in written policy. A formal policy regarding Public Records Requests and policies related to conduct of Board meetings and agenda notices (Brown Act) will be drafted by staff, reviewed by legal counsel and submitted to the Board for review prior to submission of the Special District Leadership Foundation application. Mr. Fischer suggested this would be an opportunity to review Board members’ bio information and update the website. He also noted that the ethics training course for Board members is also required for all elected officials. Mr. Wellington offered that the training is available on-line, but can also be fulfilled by attending the ethics training course offered by CASA at their Annual Conference that will be held in Monterey in September. Ms. Grier asked about staff time to prepare this information, and Mr. Sciuto estimated it may take about 40 hours; however, two Districts in our area have completed the process and have offered assistance for the application process.

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10. STAFF MEMBER COMMENTS Mr. Sciuto suggested that since there are often budget questions when the Committee is considering a contract, staff will look into options to provide that budget information in a straightforward manner on the staff memo. Additionally, Mr. Sciuto asked about the possibility to eliminate a full review of Committee information at the Board meeting. After some discussion, the BPC was in agreement that there may be a more efficient way to report out the Committee actions. It was suggested that information only items could be summarized in the Board packet while recommended actions from the BPC could be reported out more completely. Mr. Sciuto stated that the July Board meeting process would likely remain similar to previous meetings; however, he welcomes the opportunity to implement some changes that will streamline future Board meetings.

11. COMMITTEE MEMBER COMMENTS Nothing to report.

[At 1:14 pm, Chair Fischer recessed to Closed Session.]

12. RECESSED TO CLOSED SESSION A. Public Employee Appointment – Assistant General Manager

13. POSSIBLE ACTION ON CLOSED SESSION ITEM

Mr. Wellington, Legal Counsel, reported that the Committee came back into Open Session at 1:50 pm. Information was provided to the Committee; no reportable action was taken.

14. ADJOURNMENT At 1:51 pm, with no further business, Chair Fischer adjourned the

Budget/Personnel Committee meeting to the next regularly scheduled Budget/Personnel Committee meeting on Friday, August 14, 2015 at 12:30 pm.

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Joint Powers Authority Member Entities: Boronda County Sanitation District, Castroville Community Services District, County of Monterey, Del Rey Oaks, Fort Ord, Marina Coast Water District, Monterey,


MEMORANDUM TO: BUDGET/PERSONNEL COMMITTEE FROM: LEARA SAMPSON, HUMAN RESOURCES ADMINSTRATOR

DATE: JULY 10, 2015 SUBJECT: UPDATE ON ASSISTANT GENERAL MANAGER RECRUITMENT

BACKGROUND: Staff met with Pam Derby, Senior Consultant from CPS HR, on June 9th to review the candidates she screened and considered a potential fit for the Assistant General Manager (AGM) position. After discussion, it was decided that six candidates would be interviewed. On June 26, the six candidates were screened using a technical and a management interview panel comprised of staff and an external panel member. Staff identified two candidates they felt could potentially be the next AGM, and Ms. Derby began performing background checks. The candidates also completed a leadership assessment for the General Manager to consider in making his final decision. Interviews with the candidates will be Thursday, July 9, and Friday, July 10. Staff hopes to have a decision by the following week and will begin negotiations with the final candidate on compensation which will be presented to the Board for approval.

Information only – no action needed

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MEMORANDUM TO: BUDGET/PERSONNEL COMMITTEE FROM: JERRY VALLADAO, ASSOCIATE ENGINEER DATE: JULY 10, 2015 SUBJECT: CONSIDER CONTRACT FOR SEASIDE PUMP STATION DRIVES

REPLACEMENT PROJECT (CP290)

BACKGROUND: Seaside Pump Station, located in Sand City next to Del Monte Beach, contains four (4) 600 HP pumps operated by four (4) 600 HP DC Drives. They are the original drives installed when the pump station was built in 1984. The drives are 30 years old and are at the end of their useful life. Parts to make repairs on the existing drives are not available and therefore the drives are becoming increasingly difficult to repair. Last year when the Fort Ord Pump Station Drives were replaced, parts were retained to be reused to make limited repairs at the Seaside Pump Station. As a result of several card failures over the past few months, the number of replacement parts is dwindling. The replacement of these DC Drives is necessary to update the technology of the drives and to make the pump station reliable again. There are only a handful of manufacturers who manufacture DC Drives such as those needed at the Seaside Pump Station. The drives at Fort Ord Pump Station were recently replaced with four (4) 600 HP DC Drives manufactured by Allen Bradley and installed by Buckles-Smith/Rockwell Automation. MRWPCA obtained a quote from Buckles-Smith/Rockwell Automation to replace the existing four (4) 600 HP DC Drives at Seaside Pump Station with four (4) 600 HP Allen-Bradley Drives. The total cost obtained from Buckles-Smith/Rockwell Automation to replace the drives is $284,721.75. The work also includes upgrading the PLC platform to provide reliability where MRWPCA will be able to monitor the energy usage, amperage, voltage, etc. at the pump station. The panel view display will also be upgraded and will make it easier for maintenance personnel to operate the pump station when they are on site.

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Budget/Personnel Committee July 10, 2015 Page 2 Buckles-Smith/Rockwell Automation, the representatives for Allen-Bradley, located in San Ramon, California, is a very reliable company and have performed other work at our Regional Treatment Plant and pump stations including CP278 Fort Ord Pump Station Drives Replacement Project. Allen Bradley as the manufacturer, contracts with distributors who represent the manufacturer within specific designated zones. Allen Bradley is represented in Northern California exclusively by Buckles-Smith/Rockwell Automation. The majority of our pump stations and SCADA equipment at the treatment plant has been standardized on the Allen-Bradley platform. Staff requests that the Budget and Personnel Committee recommend to the Board approval of a contract with Buckles-Smith/Rockwell Automation to perform the drives replacement work at Seaside Pump Station in the amount of $284,721.75. Staff also requests sole sourcing and sole branding the drives with Allen-Bradley Drives to be installed by Buckles-Smith/Rockwell Automation for the following reasons:

The proposed drives for Seaside Pump Station are the exact same drives that were installed last year at Fort Ord Pump Station (CP278 Fort Ord Pump Station Drives Replacement Project). Having one type of drive decreases costs for stocking spare parts.

The existing control system at Seaside Pump Station is manufactured by Allen-Bradley. The Allen-Bradley (AB) drives are therefore compatible with the Allen-Bradley control system. Other DC drive manufacturers would first have to install one drive and then modify it to integrate it into the existing control system.

MRWPCA staff is trained to work with AB drives as we currently have them at other pump stations including Fort Ord Pump Station and at the Regional Treatment Plant.

MRWPCA currently has spare parts that could be used for the AB drives in the future.

Buckles-Smith/Rockwell Automation is very familiar with Seaside Pump Station since they worked on Fort Ord Pump Station last year which is very similar to Seaside Pump Station.

Attached is the resolution that would allow the single-source purchase. The project is included in the Fiscal Year 2015/16 budget. The total budget to complete this project is $340,000 including staff time to assist Buckles-Smith/Rockwell Automation with installation and project inspection.

RECOMMENDATION: Staff requests that the Budget/Personnel Committee recommend to the Board approval of a contract with Buckles-Smith/Rockwell Automation to perform the Seaside Pump Station Drives Replacement Project with Allen Bradley Drives in the amount of $284,721.75. In addition, staff requests that the Budget and Personnel Committee recommend that the Board approve a resolution for a sole-brand and sole-source purchase as allowed by Resolution 87-19.

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A RESOLUTION AUTHORIZING PURCHASE OF FOUR (4) 600 HP DC DRIVES WITHOUT FORMAL COMPETITIVE BIDDING

UNDER EXCEPTION TO PURCHASING RESOLUTION NO. 87-19

WHEREAS, the Agency’s approved FY15/16 Capital Improvement

Project Budget includes the purchase of four (4) Allen Bradley 600 HP DC Drives at the Seaside Pump Station as part of CP 290 and;


in the public’s best interest to purchase like make and model DC Drives that are at other pump stations to replace the existing drives and; WHEREAS, Agency Resolution No. 87-19 provides an exception to that



verbal testimony discussing the advantages of procuring said DC Drives without competitive bidding. Specifically, the purchase of like make and model units allows for considerable savings for installation, operations, and maintenance; and WHEREAS, the Board has received and reviewed staff reports and

verbal testimony that purchase of the Allen Bradley DC Drives without competitive bidding and pursuant to a negotiated purchase is hereby found and determined to be in the public interest;


of the Monterey Regional Water Pollution Control Agency, as follows:

1. That procurement of said DC Drives through formal competitive bidding would be unavailing, would not produce an advantage and would, therefore, not be in the public interest. 2. That the General Manager is authorized and directed to procure the above-described DC Drives at a price not to exceed $284,721.75,

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including tax and shipping, pursuant to the exemption provisions of Paragraph 4 of Resolution No. 87-19, as described in the attached Agenda Transmittal.




ATTEST:

Paul Sciuto, General Manager Secretary to Board of Directors

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Joint Powers Authority Member Entities: Boronda County Sanitation District, Castroville Community Services Water District, County of Monterey, Del Rey Oaks, Fort Ord, Marina Coast Water District,

Monterey, Moss Landing County Sanitation District, Pacific Grove, Salinas, Sand City, and Seaside.

MEMORANDUM TO: BUDGET/PERSONNEL COMMITTEE FROM: MARK MALANKA, MAINTENANCE MANAGER DATE: JULY 10, 2015 SUBJECT: CONSIDER RESOLUTION N0. 2015-18 WHICH AUTHORIZES

STANDARDIZED PURCHASES OF VARIABLE FREQUENCY DRIVES (VFDs) MANUFACTURED BY ALLEN BRADLEY FOR THE NEXT FIVE YEARS

BACKGROUND: Over the next five years, MRWPCA will need to replace, at a minimum, 15 Variable Frequency Drives at our Agency pump stations and an equal amount at the RTP. All of the drives that need replacing are close to or over 15 years old, which is past their anticipated useful life. Over the last few years staff has started this process by replacing old VFDs with Allen Bradley (AB) drives, but has not formalized the standard to drives manufactured by Allen Bradley. Allen Bradley is one of the leaders in the industry and by standardizing with one manufacturer, the Agency can save operational funds on both training and spare parts. We have already had half of our electrical staff trained on programming and repairing AB drives and by standardizing future purchases, any new drives purchased will share key components that we stock in our spare parts inventory, such as motherboards and communication cards. There are only a handful of manufacturers whose drives are compatible with Agency pumps and SCADA equipment at our facilities; Allen Bradley meets this requirement. The resolution would allow staff to purchase our AB equipment from Buckles-Smith/Rockwell Automation, the only manufacturer-authorized local representatives (sole source) for Allen-Bradley, located in San Ramon, California. This firm is a very reliable company and very competitive. MRWPCA

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has made many purchases of both VFD’s and SCADA equipment from them and have been very impressed with the high level of service we receive. They have also performed work at our Regional Treatment Plant and pump stations including the CP278 Fort Ord Pump Station Drives Replacement Project last fiscal year.

RECOMMENDATION: Staff requests that the Budget/Personnel Committee recommend Board approval of Resolution No. 2015-18 that allows staff to standardize purchase of Allen Bradley VFDs as a sole brand and transition all VFDs purchases, when possible, to Allen Bradley platforms for the next five years starting with FY15/16. This would also include sole sourcing to the only manufacturer-authorized representative of Allen Bradley VFDs in Northern California, Buckles-Smith/Rockwell Automation.

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A RESOLUTION AUTHORIZING BOARD APPROVAL FOR STAFF TO (1) PURCHASE ALLEN BRADLEY VARIABLE FREQUENCY DRIVES (VFDs), AND

(2) TRANSITION ALL VFDs WHEN POSSIBLE TO THE ALLEN BRADLEY PLATFORMS FOR THE NEXT FIVE YEARS STARTING WITH FY15/16,

WITHOUT COMPETITIVE BIDDING, UNDER EXCEPTION TO PURCHASING RESOLUTION NO. 87-19

WHEREAS, the Agency’s approved FY15/16 Capital Improvement

Project and Major O&M Budgets include the purchase of a number of AC (alternating current) Variable Frequency Drives (VFDs) for the Regional Treatment Plant and Agency Pump Stations and;


in the public’s best interest to purchase like make and model drives VFDs that are at other pump stations to replace the existing drives and; WHEREAS, Agency Resolution No. 87-19 provides an exception to that



verbal testimony discussing the advantages of procuring said VFDs from Buckles-Smith/Rockwell Automation, the sole-source distributor for Allen Bradley manufactured drives, if authorized, without competitive bidding. Specifically, the purchase of like make and model units allows for considerable savings for installation, training, operations, and maintenance; and WHEREAS, the Board has further received and reviewed staff reports

and verbal testimony that the purchase and standardization and transition to Allen Bradley VFDs as a sole brand, when appropriate, without competitive bidding for the next five (5) years, and pursuant to a negotiated purchase, is hereby found and determined to be in the public interest;


of the Monterey Regional Water Pollution Control Agency, as follows:

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1. That procurement of said VFD Drives through formal competitive bidding would be unavailing, would not produce an advantage and would, therefore, not be in the public interest. 2. That the General Manager, for the next five years commencing with FY 15/16, is authorized and directed to procure the above-described VFDs pursuant to the exemption provisions of Paragraph 4 of Resolution No. 87-19, as described in the attached Agenda Transmittal.




ATTEST:


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MEMORANDUM TO: BUDGET/PERSONNEL COMMITTEE FROM: PAUL SCIUTO, GENERAL MANAGER DATE: JULY 10, 2015 SUBJECT: UPDATE ON SHARED SERVICES STUDY WITH MONTEREY

REGIONAL WASTE MANAGEMENT DISTRICT (MRWMD)

In the recent past, MRWMD and MRWPCA have discussed opportunities for shared job functions or collaborative processes to strive for further operational or administrative efficiencies. To facilitate this development, MRWPCA requested a proposal from BHI Management Consulting to work with both agencies to set up a shared services pilot program resulting in recommendations that lead to implementation of the program. The Report on Sharing Services Pilot Study for MRWPCA and MRWMD was received on July 1 and a date for discussion on the report among myself, Mr. Tim Flanagan (MRWMD) and Mr. Brent Ives (BHI) is set for July 8. A verbal update on that discussion will be provided to the Budget/Personnel Committee.

Information only, no action needed. Attachment: Report on Sharing Services Pilot Study

BOARD COMMITTEES\BUDGET-PERSONNEL COMMITTEE\2015\July\Share Services Pilot Study Memo.docx

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BHI MANAGEMENT CONSULTING

Report on Sharing Services Pilot Study for

MRWPCA and MRWMD

BHI Management Consulting June 2015

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Introduction: A pilot study to assess the feasibility of sharing certain services was commissioned by the joint direction of the Monterey Regional Wastewater/Pollution Control Authority and the Monterey Regional Waste Management District. This report outlines the steps taken, the findings and the recommendations resulting from the study and provides the agencies with steps toward sharing the feasibility service function. A number of options exist for implementation. Each service, namely Finance, HR or Safety, have differing pathways and feasibility for sharing. Steps forward for sharing services will be based on the two agencies, and perhaps others, agreeing with specific implementation plans in FY2015/16. Scope and Objective: BHI Management Consulting (BHI) was commissioned to perform a shared services pilot study for three functions within both the Monterey Regional Water Pollution Control Agency (Agency) and the Monterey Regional Waste Management District (District). Brent Ives, Principal of BHI and Mr. Zane Johnston, senior consultant with BHI, assessed the potential for sharing finance, human resources and safety services functions between the two agencies. Driving the assessment is the overarching goal of public agency efficiency in terms of high-level, cost efficient services, retention of high levels of service, and processes that are common and easily consumable by the public and those who represent them. The assessment was also intended to outline a basic approach to guide leaders of both agencies in the future in both broad and function implementation terms. As the assessment proceeded, the Consultants were also to watch for near-term, immediate "low-fruit" potential of sharing these and/or other services between these two agencies. While this report does outline basic findings and recommendations for these, it’s not meant to provide detailed overall guidance or specific path forward on those services assessed. Approach: The approach for this pilot study began by assessing these three functions through interviews and with review of information and data for both agencies to make the determination regarding each of these functions. (Appendix A, list of those interviewed) A determination of the similarities and differences in these functions was then made and served as the basis for identifying gaps which exist between the two agencies for like functions. The larger the gaps and the level of difficulty each gap presented helped determine the potential of sharing the service. Less number and complexity of the gaps added to the feasibility if sharing the service. The process approach for the study took the following general pathway. • Collect Input • Establish similarities and differences (Table 1) • Determine number and complexity of identified gaps • Assess the difficulty in successfully closing gaps

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• Determine if true cost efficiency can be achieved (Appendix B) • Establish the feasibility of sharing the service Cost, specific personnel, organizational structure, levels of current and desired service, and organizational culture change also provided basis for the determination of sharing potential. BHI met with numerous managers, groups and individual employees of both agencies in their assessment activities. The assessment began in November of 2014 and proceeded throughout May of 2015. We also requested a large number of documents and data from both agencies to assist in performing our analyses. Our analyses pointed to ancillary challenges such as the physical office location of shared staff, differences in pay scales for similar positions, policy differences, reporting differences and more. These challenges should be worked out in early discussions of implementation agreements. The study did experience one unanticipated difficulty with the project; movement within the management structures at the highest levels. Many managers within the structures have resigned and or announced their retirements within the timeframe of this study. This effects only the perception that some of the shared functions may be able to take advantage of these vacancies, thus a push to rush consolidating. This topic should be thoroughly examined at the upcoming meeting to assess these results. That being said, we met with the following individuals and groups within both agencies: • Management structures • Attorney for both agencies • Board President for both agencies • Finance group and leader • Safety representatives • HR representatives Findings: At this feasibility assessment stage, we believe that all three functions, Finance, HR and Safety can all be shared between the agencies. Each needs a different approach and individualized implementation plan. Each shared function will share at differing levels and require differing systemic changes in both agencies, some more easily attained than others. Substantive and sustainable long-term function sharing, resulting in optimized cost savings, must be carefully designed in an implementation plan. In light of real-time organizational vacancies, the function specific plans should be completed soon. Upon consensus approval, near-term "low-fruit" actions also exist that can be implemented while the full implementation plan is being developed. The success of any consolidation will be dependent on the consistent willingness of both management structures and Boards to support the investment of time and in some cases, money. This continued commitment might be seen as one of the most difficult obstacles to overcome with certainty. We are also confident that the model that can be created between the two agencies can add other agencies and grow within the region for certain back-office and

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service functions. Finance - The Finance function is the most complex and perhaps difficult service of the three to share. A number of systems, organizational and process related differences were found that would require time and long-term commitment to realize. To realize economic benefits of sharing, an implementation plan should be developed to assure success over a given period. In the near term, even while developing the implementation plan, merging for common financial procedures, policies and reporting can begin. This process would also inform the longer-term implementation plan development. The eventual sharing of this service would result in savings through the cost of positions (less management level positions) and overall FTE count. The similarities of the two agencies work to the benefit of proposed sharing of the service. The relative size of the agencies, budgets, number of employees and retirement systems assist in the ability to share. The differences between the two agencies, while not insurmountable, should be approached carefully and will take time. Some relatively major differences in the area of Finance are pay differences of staff and accounting software. Pay differences must be approached systemically and should be integrated with all employee related changes. Job/position descriptions must be carefully compared and normalized to result in one set of descriptors, titles and salary schedule. This is one reason we are recommending that HR be the initial shared function. Accounting software is also seen as impedance to realizing full benefit of sharing the service. The District has been in the process of conversion from an older system to the newer system, Great Plains, for some time, thus would logically be difficult to begin again. The Authority uses Eden systems. This difference stands as a difficult, but not insurmountable, issue for consolidating the service. Eventually, the system used for finance and HR functions of both agencies would be best if consolidated into one. It is also true that eventually both of these administrative functions would reside with one of the two agencies. Organizationally, the consolidated and shared finance structure would be managed by one CFO level position supported by like accounting/finance/customer service positions. The resultant number is 13 FTE, two less than the current structure. This change is best seen as a transition over time and triggered by certain personnel changes as they occur. The readiness for such transition would need to be planned in advance through an implementation plan for the shared finance services, yet nimble enough to cease opportunities when they arise. It is clear that some difference in financial policies, procedures and reports can begin to be normalized between the two agencies now. This can start the process and make tangible changes that can be seen by the respective Boards and public along with providing assistance in the particulars of the full consolidation of the function.

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Human Resources - The Human Resource function should be considered for sharing sooner and with less complexity than Finance. With a number of factors regarding the lead positions in HR for both agencies, it is believed that this function can be shared within FY2015/16. Savings here would result in a lower number of management level employees within a shared structure, thus overall shared cost savings. The similarities and differences in the agencies are listed in Table 1 below. There are a number of similarities seen as helpful to consolidation. The number and level of differences are seen as nominal and within reasonable expectations for one managing individual. Both agencies have a reasonably similar number of employees and number of bargaining groups. One difference between agencies is how it interfaces with bargaining groups, especially during contract negotiations. The scope of expectations between agencies at the highest HR levels is seen as a difference. Neither agency has an integrated, well-developed HR software system for effective tracking and monitoring of employees and their individual needs. Along with the systemic need to achieve equity in job descriptions and pay, current vacancies at higher HR levels also indicate a shared HR function first. The levels at which HR is managed at each agency is a difference, but one that can be effectively addressed by a hybrid “manager” position as opposed to the current Director at the District and Administrator at the Authority. A commensurate HR support structure will be necessary to support the Manager, but will result in a cost savings to the agencies. Organizationally, a job description can be created now for one HR Manager to provide HR leadership for both agencies. While there may be a learning curve for this manager, the combined load is seen as reasonable, if well supported. This position would need the support of 1 HR Coordinator and 3 specialists in support of the work at both agencies. This new proposed structure would result in the same total FTE number for the HR structure, but with less management level positions. Safety - The Safety functions have been sharing some training, but not to the degree where substantive value is realized. Our findings revealed that sharing safety training might not be as easy and obvious as it appears on the surface. Both agencies however can benefit from continued efforts in this area. We found that the two agencies have some different safety needs relative to their specific operations, as well as some commonalities that can be shared, especially in the area of training. Current vacancies could provide the opportunity to approach the function at a higher level. In terms of general safety management and design, both agencies could benefit from a shared safety professional to design, manage and implement a high-end shared/common safety culture, approach and program within both agencies. While this position would result in an initial cost increase for the two agencies of an additional shared Safety Manager, clearly both agencies would benefit once fully implemented safety culture is adopted, and programs for safety, training and risk management are fully established at a professional level. It is seen that this high-end safety professional

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could also be easily shared with other agencies looking for such leadership in the future. The Safety Manager job description would need to be developed with the cost for this manager position equally shared between the agencies. This would be an additional employee. As mentioned, current vacancies could provide the opportunity to approach the function at a higher level. Table 1 – Similarities and Differences

FINANCE HUMAN*RESOURCES SAFETY

SIMILARITIES•"Members"in"CalPERS •"Number"of"employee"bargaining"

groups•"Workforce"composition,"job"types,"skills

•"Number"of"employees •"Workforce"composition,"job"types,"skills •"Administrative"staff"safety"

•"Size"of"Budget"and"total"revenues •"Workforce"stability•"Number"of"accounts"payable"checks •"Number"of"total"employees•"Financial"reporting"and"accounting"rules"(GASB/GAAP)•"Annual"budget"process

DIFFERENCES

•"Number"of"cash"customers,"customers"billed"and"delinquency"management

•"Union"representation •"Service"differences

•"Pay"differences"of"Finance"staff•"Managing"employee"levels"between"agencies •"Hands"on"daily"exposure"to"hazards

•"Accounting"software•"Pay"and"description"differences"of"HR"staff •"Regulatory"differences

•"Paydays•"Auditing"firms•"Purchasing"policies•"Process"and"structure"of"reports"and"reporting"budget"to"Board•"Retail"customers

Summary: The concept of shared services is generally driven by the desire for cost-efficiency and good public policy. It needs to be clear that levels of service in each area should also be carefully determined and retained, and even improved, through sharing. Based on our analysis, we estimate that the shared cost savings for the Finance and HR functions, provided all of our projected changes take place, could exceed $300,000 per year when fully implemented. (Appendix B) This amount would be offset somewhat should the agencies agree to the recommended shared Safety Manager position. The final cost savings would be shared/split by both agencies. The division of savings between the agencies would be determined by cost allocation formulas identified in the sharing agreements. Additionally, it is crucial for long-term success of shared services to carefully construct work sharing agreements between the sharing agencies (See guidance of others in Appendix D). Informality or quickness will not serve such a long-term association well. The agencies should not enter sharing of services without the clarity of a formal sharing agreement. (See local examples in Appendix C). These sharing agreements articulate the expectations of each agency. They provide detailed cost allocation formulas outlining the specifics of how and why the cost of shared employees is calculated. These

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agreements must be very well done (Appendix D-Guidance from others with experience). The desired levels of service in each area should be assessed, well understood, monitored and documented. The two agencies must establish the parent agency, working structure of the combined function, clear work design, performance evaluation, job descriptions, work assignments and the cost allocation of shared employees. The agreements must then specifically state the resulting shared costs and if and how those costs may be adjusted and/or changed. All costs of each shared employee must be considered, including fringe benefits. Payments should be documented and always made current between agencies. Clarity in all aspects of these agreements is critical to success at any timeframe. • Longer Term Actions: - develop function specific implementation plans for first HR(FY2015/16), then Finance (FY2015-17) • Near Term Actions:

- merge financial policies, procedures and reporting - assess and normalize job/position descriptions of both the combined Finance and HR

positions - normalize pay structures for those positions deliberately shared - determine how immediate next steps will evolve

It should be said that other opportunities in other functional areas might be able to be shared between the agencies such as various maintenance activities, electrical services, engineering, and the public outreach and education function. Once a model is established between the two agencies, other regional public agencies may also be able to be added. Finally, prior to any consideration for shared services between public agencies, it is critical that both the governing boards and management create the fertile environment and commitment for sharing services. This environment is currently in place and must be protected over time. It is an environment of cooperation, trust and accountability that allows for shared service to flourish. Regular communications regarding the agreements should be a scheduled event. The measurable benefits should be part of the agreement and monitored in dashboard form. It is important that the desire to share service between the agencies continues to be mentioned in the strategic direction of both agencies at the Board of Directors level.

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APPENDIX A, Listing of those interviewed in the analysis Dennis Allion Gloria De La Rosa Rob Wellington Keith Israel William Merry Paul Sciuto Tim Flanagan Leara Sampson Daylene Allimon Chuck Rees

John Teirnan Berta Torres Jennifer Gonzales Jack Cook James Chapman Tori Hannah MRWMD Finance Group

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APPENDIX B, Cost Savings Estimate CURRENT'STAFFING MRWMD MRWPCA

H.R.*POSITION

H.R.*Manager 1

H.R.*Coordinator 1

Management*Specialist 1

H.*R.*Administrator 1

Admin*Support*Specialist 1

TOTAL*CURRENT*POSITONS*C*5 TOTAL*CURRENT*COSTS*C*$593,731

FINANCE*POSITION MRWMD MRWPCA

Finance*Manager 1

CFO 1

Accounting*Technician 2 1

Accounting*Assistant 2 2


Procurment*Specialist 1

Customer*Service*Supervisor 1

Sr.*Customer*Service*Rep 1

Customer*Service*Rep*I/II 1

TOTAL*CURRENT*POSITIONS*C*15 TOTAL*CURRENT*COSTS*C*$1,707,693

GRAND'TOTAL'H.R.'&'FINANCE'BOTH'AGENCIESPOSITIONS 20CURRENT'COST $2,301,424

PROPOSED'STAFFING'SHARED'SERVICES

H.R.*POSITION

H.R.*Manager 1

H.R.*Coordinator 1

H.R.*Specialist 3

TOTAL*SHARED*POSITIONS*C*5 TOTAL*H.R.*SHARED*COSTS*C*$540,000

FINANCE*POSITION

CFO 1

Accounting*Technician 2

Accounting*Assistant 4


Procurment*Specialist 2

Customer*Service*Supervisor 1

Sr.*Customer*Service*Rep 1

Customer*Service*Rep*I/II 1

TOTAL*SHARED*POSITIONS*C*13 TOTAL*SHARED*COSTS*C*$1,428,175

GRAND'TOTAL'H.R.'&'FINANCE'BOTH'AGENCIESPOSITIONS 18SHARED'COSTS $1,968,175COST'SAVINGS'SHARED'SERVICESTOTAL*CURRENT*COST*H.R.*&*FINANCE* $2,301,424

TOTAL*SHARED*COST*H.R.*&*FINANCE $1,968,175

ESTIMATED'SAVINGS $333,249

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MEMORANDUM TO: BUDGET/PERSONNEL COMMITTEE FROM: PAUL SCIUTO, GENERAL MANAGER DATE: JULY 10, 2015 SUBJECT: CONSIDER APPLICATION FOR AGENCY TRANSPARENCY

CERTIFICATE OF EXCELLENCE

BACKGROUND: The Special District Leadership Foundation (SDLF) is an independent, non-profit organization formed to promote good governance and best practices among California’s special districts through certification, accreditation and other recognition programs. The SDLF and its activities are supported by the California Special Districts Association and the Special District Risk Management Authority. Special District Leadership Foundation (SDLF) has created a certification program to recognize efforts to promote transparency in the operations and governance of special districts to the public and to provide special districts with an opportunity to showcase their efforts in transparency. Three main subject areas include:

Basic Transparency Requirements Website Requirements Outreach Requirements

There are no fees for this certificate and districts will be recognized for two full years. Two districts in our area have completed this process and are providing support to assist us with our application: Monterey Regional Waste Management District and Carmel Area Wastewater District.

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Budget/Personnel Committee July 10, 2015 Page 2 In order to receive the award, the Agency must demonstrate the completion of eight essential governance transparency requirements, including conducting ethics training for all board members, properly conducting open and public meetings and filing financial transactions and compensation reports to the State Controller in a timely manner. The Agency must also fulfill fifteen website requirements, including providing readily available information to the public, such as board agendas, past minutes, current Agency budget and the most recent financial audit. Finally, the Agency must demonstrate outreach to its constituents that engages the public in its governance, through newsletters, special community engagement projects and a community transparency review. Staff has identified many areas where the Agency is already in compliance with requirements that SDLF recommends as well as some requirements that may only need to be updated. Some administrative/Board procedures that comply with the requirements, but are not formalized in written policy, will be drafted by staff, reviewed by legal counsel, and submitted to the Board for review prior to submission of the SDLF application. The policies that need to be created include Public Records Request Act and policies related to Brown Act as to conduct of Board meetings and agenda notices. It will take some time to compile requirements for the application submission to the SDLF; however, staff is hoping to fulfill the requirements in time to be recognized that the upcoming 2015 California Special Districts Association Annual Conference that will be held this year in Monterey, September 21-24.

Information only, no action needed. Attachment: District Transparency Certificate of Excellence Checklist

BOARD OF DIRECTORS\BOARD COMMITTEES\BUDGET-PERSONNEL COMMITTEE\2015\July\SDLF-Consider Transparency Certificate Program.docx

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BASIC REQUIREMENTS

Current Ethics Training for all Board Members(Government Code Section 53235)

Provide copies of training certificates along with date completed

Compliance with the Ralph M. Brown Act(Government Code Section 54950 et. al )

Provide copy of current policy related to Brown Act compliance

Provide copy of a current meeting agenda (including opportunity for public comment)

Adoption of policy related to handling PublicRecords Act requests

Provide copy of current policy

Adoption of Reimbursement Policy, if district provides any reimbursement of actual and necessary expenses (Government Code Section 53232.2 (b))

Provide copy of current policy

Annual disclosure of board member or employee reimbursements for individual charges over $100 for services or products. This information is to be made available for public inspection. “Individual charge” includes, but is not limited to: one meal, lodging for one day, or transportation. (Government Code Section 53065.5)

Provide copy of the most recent document and how it is accessible

Timely filing of State Controller’s Special Districts Financial Transactions Report - includes compensation disclosure. (Government Code Section 53891)

Provide copy of most recent filingSDLF staff will verify that district is not listed on the State Controller’s ‘non-compliance list’

Conduct Annual Audits(Government Code Section 26909 and 12410.6)

Provide copy of most recent audit and management letter and a description of how/where documents were made available to the public

Other Policies – have current policies addressing the following areas (provide copies of each):

Conflict of Interest Code of Ethics/Values/Norms or Board Conduct Financial Reserves Policy

WEBSITE REQUIREMENTS

Maintain a district website with the following items(provide website link; all are required)

Names of Board Members and their terms of office Name of general manager and key staff along with contact

information Election procedure and deadlines Board meeting schedule (Regular meeting agendas must be posted

72 hours in advance pursuant to Government Code Section 54954.2 (a)(1) and Government Code Section 54956 (a))

District’s mission statement Description of district’s services/functions and service area Authorizing statute/enabling act (Principle Act or Special Act) Current district budget Most recent financial audit Archive of Board meeting minutes for at least the last 6 months List of compensation of Board Members and staff and/or link to

State Controller’s webpage with the data

Website also must include at least 4 of the following items: Post Board Member ethics training certificates Picture, biography and email address of board members Last 3 years of audits Reimbursement and Compensation Policy Financial Reserves Policy Online/downloadable Public Records Act request form Audio or video recordings of board meetings Map of district boundaries/service area Link to California Special Districts Association mapping program Most recent Municipal Service Review (MSR) and Sphere of Influence

(SOI) studies (full document or link to document on another site)

on all of your district’s efforts

shinealight

District Transparency Certificateof Excellence checklist

Continued on reverse

Showcase your district’s commitment to transparency

Questions about SDLF or the transparency program? Call us for more information at 916.231.2939

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OUTREACH/BEST PRACTICES REQUIREMENTS

Must complete at least 2 of the following items:

Regular district newsletter or communication (printed and/or electronic) that keeps the public, constituents and elected officials up-to-date on district activities (at least twice annually)

Provide copy of most recent communication and short description on the frequency of the communication, how it’s distributed and to whom

Community notification through press release to local media outlet announcing upcoming filing deadline for election and process for seeking a position on the district board, prior to that election (or prior to the most recent deadline for consideration of new appointments for those districts with board members appointed to fixed-terms)

Provide copy of the press release (and the printed article if available)

Complete salary comparison/benchmarking for district staff positions using a reputable salary survey (at least every 5 years)

Provide brief description of the survey and process used as well as the general results

Special Community Engagement ProjectDesigned and completed a special project promoting community engagement with the district (potential projects may be broad in nature or focus on specific issues such as rate-setting, recycled water, identifying community needs, etc.)

Submit an overview of the community engagement project, reviewing the process undertaken and results achieved

Hold annual informational public budget hearings that engage the public (outreach, workshops, etc.) prior toadopting the budget

Provide copy of most recent public budget hearing notice and agenda

Community Transparency ReviewThe district would be required to obtain a completed overview checklist from at least 2 of the following individuals* (the district may choose to conduct the overview with these individuals simultaneously or separately):

Chair of the County Civil Grand Jury Editor of a reputable local print newspaper (only one may count

toward requirement) LAFCo Executive Officer County Auditor-Controller Local Legislator (only one may count toward requirement) Executive Director or President of local Chamber of Commerce General Manager of a peer agency (special district, city or county)

* Provide proof of completion signed by individuals completing Community Transparency Review

SDLF is supported by

The Special District Leadership Foundation (SDLF) is an independent, non-profit organization formed to promote good governance and best practices among California’s special districts through certification, accreditation and other recognition programs. SDLF is supported through the California Special Districts Association and Special District Risk Management Authority.

checklist continued

How do I proceed?

Step 1: Complete the requirement checklistStep 2: Send checklist and all supporting materials or contact the SDLF staff on how to submit all materials electronically:

SDLF 1112 I Street, Suite 200 Sacramento, CA 95814

Step 3: Approval process review performed by SDLF staffStep 4: Recieve your certificate and recognition

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AGENDA ITEM: 6 – B

AGENDA TITLE: RECYCLED WATER COMMITTEE



Phone: 372-3367 OR 422-1001

DEPARTMENT SUMMARY AND REQUESTED BOARD ACTION: The General Manager and Legal Counsel met with the Recycled Water Committee on Thursday, July 16, 2015, on the following agenda items:

PUBLIC COMMENTS

1. APPROVE JUNE 18, 2015 RWC MINUTES

2. UPDATE ON CPUC WATER PROCEEDINGS (A.12-04-019), MONTEREY PENINSULA REGIONAL WATER AUTHORITY, AND TECHNICAL ADVISORY COMMITTEE

3. UPDATE ON THE GROUNDWATER REPLENISHMENT (GWR) PROJECT AND URBAN RECLAMATION PROJECTS

4. CONSIDER APPROVAL OF GWR CONSULTANT CONTRACTS

5. CONSIDER APPROVAL OF RESOLUTIONS RELATED TO STATE REVOLVING FUND LOAN FOR FINANCING ASSISTANCE

6. STAFF MEMBER COMMENTS/REPORTS

7. COMMITTEE MEMBER COMMENTS/REPORTS

8. ADJOURNMENT


FUNDING SOURCE: N/A

BUDGET RECAP: N/A


ALTERNATIVES: N/A

COMMITTEE REVIEW AND

ACTION: N/A




MANAGER


ATTACHMENTS: 1. July 16, 2015 Draft RWC Minutes

2. RWC Staff Report: Update on CPUC Water

Proceedings (A.12-04-019), Monterey Peninsula

Regional Water Authority, and Technical Advisory

Committee

3. RWC Staff Report: Update on the GWR Project

and Urban Reclamation Projects

4. RWC Staff Report: Consider Approval of GWR

Consultant Contracts

5. Consider Approval of Resolutions related to State

Revolving Fund Loan for Financing Assistance

RECOMMENDED MOTION: Receive and Approve Recycled Water Committee

recommendation(s), as follows:

That the Board approve an increase in the

Schaaf & Wheeler contracts by a total of

$199,000; and approve an increase in the

Trussell Technologies contract by $10,424.

That the Board approve the following

Resolutions:

o Resolution No. 2015-19, in Support of

Reimbursement of State Revolving Fund

Loan for the Pure Water Monterey

Groundwater Replenishment Project;

o Resolution No. 2015-20, in Support of a

Financial Assistance Application for a

Financing Agreement from the State Water

Resources Control Board for the Planning,

Design, and Construction of the Pure Water

Monterey Groundwater Replenishment

Project; and,

o Resolution No. 2015-21, in Support of

Pledged Revenues and Funds for Repayment

of Financing of the Planning, Design, and

Construction of the Pure Water Monterey

Groundwater Replenishment Project from

the State Water Resources Control Board.



M I N U T E S / R E P O R T

RECYCLED WATER COMMITTEE Thursday, July 16, 2015

3:00 pm to 3:55 pm

5 Harris Court, Building D Monterey, CA 93940

and Residence of Mrs. Marcel McMoudt

10399 Highway 7 Allenspark, CO 80510-0432

1. CALL TO ORDER

2. ROLL CALL

3. PUBLIC COMMENTS

4. APPROVE JUNE 18, 2015 RWC MINUTES

5. UPDATE ON CPUC WATER PROCEEDINGS (A.12-04-019), MONTEREY PENINSULA REGIONAL WATER AUTHORITY, AND TECHNICAL ADVISORY COMMITTEE

6. UPDATE ON THE GROUNDWATER REPLENISHMENT (GWR) PROJECT AND URBAN RECLAMATION PROJECTS

7. CONSIDER APPROVAL OF GWR CONSULTANT CONTRACTS

8. CONSIDER APPROVAL OF RESOLUTIONS RELATED TO STATE REVOLVING FUND FOR FINANCING ASSISTANCE



11. ADJOURNMENT

DRAFT

For Board informational purposes only. These minutes will be considered for approval by the Committee at the

August 13 RWC meeting.

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Minutes/Report RECYCLED WATER COMMITTEE DRAFT July 16, 2015 Page 2 of 6 PRESENT: Recycled Water Committee:

Ralph Rubio, Chair

Ron Stefani John A. Phillips Dave Pendergrass Libby Downey [joined by phone conference at 3:07 pm]

ABSENT: None

PRESENT: MRWPCA Staff: Paul Sciuto General Manager

Rob Wellington Legal Counsel Tori Hannah Chief Financial Officer Bob Holden Principal Engineer Mike McCullough Recycled Water Project Assistant Betty Nebb Executive Assistant (temporary)

OTHERS PRESENT:

None

3. PUBLIC COMMENTS: At 3:00 pm, Chair Rubio called for Public Comments – none received.

4. APPROVE MAY 14, 2015 RWC MINUTES

Chair Rubio stated that the June 18, 2015 draft RWC minutes are presented to the Committee for their approval. No comments from the Committee.

ACTION TAKEN: On a motion by Mr. Pendergrass, seconded by Mr. Stefani, the Recycled Water Committee approved the June 18, 2015 RWC Minutes. [Yes: Rubio, Stefani, Pendergrass, and Allion] [Absent: Downey]

5. UPDATE ON CPUC WATER PROCEEDINGS (A.12-04-019), MONTEREY

PENINSULA REGIONAL WATER AUTHORITY, AND TECHNICAL ADVISORY COMMITTEE Mr. Sciuto reported that at the Special Joint Director/TAC meeting on June 23, 2015, Cal Am consultants provided an in-depth review of the desal Draft EIR. Cal Am representatives were in attendance and discussed the shutdown of the slant well due to evidence of lower water levels in the Salinas Valley. At the July 6 TAC meeting, Mr. Sciuto reported that Cal Am representatives were present to further discuss the slant well shut down and the resulting delay in the schedule.

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Minutes/Report RECYCLED WATER COMMITTEE DRAFT July 16, 2015 Page 3 of 6

At the MPRWA Directors’ meeting on July 9, Cal Am provided an update on stoppage of the slant wells, the resulting delay in the project schedule, and their extension of the DEIR comment period to July 13. The next TAC meeting is scheduled for August 3, 2015.

Information only – no action needed. [At 3:07 pm, Ms. Downey joined the RWC meeting via phone conference.] 6. UPDATE ON THE GROUNDWATER REPLENISHMENT (GWR) PROJECT

AND URBAN RECLAMATION PROJECTS Mr. Sciuto reported that he provided a Pure Water Monterey (PWM) Project status update for the City of Monterey Council on July 7 and at the MPRWA Directors’ meeting on July 9. At the Monterey Council meeting, Mr. Sciuto was asked to respond to questions from a public member who stated there wasn’t enough water for the project, the cost of the water would be too high and the recycled water would contaminate the Seaside Basin. Mr. Sciuto explained that water is available in spite of current drought conditions; costs for the water project are being developed but will remain less than desal costs per requirements from the CPUC; and importantly, this technology is used successfully throughout the world. In addition, the State of California has strict protocols and there are safe guards to shut down the project if there is any problem related to water safety. Mr. Sciuto reported on recent meetings he arranged: he provided an update on the PWM Project and possible consolidation of small water systems into the regional system on June 30 in San Luis Obispo with the Regional Water Quality Control Board (RWQCB), and then on July 1 at a meeting in Sacramento. He also reported on a local stakeholders meeting here in Monterey on July 2 that included the Director and staff members from the RWQCB. It was a positive meeting, and the RWQCB staff seemed very supportive of the concepts for this regional project. Regarding progress on the Water Purchase Agreement, Mr. Sciuto stated that Cal Am and the Monterey Peninsula Water Management District (MPWMD) have scheduled a meeting on July 29 to work out the last details. Monterey Country Water Resources Agency (MCWRA) General Manager Dave Chardavoyne met here today and has scheduled three additional days next week to begin reviewing and rewriting the 1992 agreement and amendments. Mr. Sciuto added that meetings with Marina Coast Water District (MCWD) may be delayed as Director Le is out of town until August 3; however, Director Gustafson is willing to proceed, and so staff will try to arrange a meeting in the near future.

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Information regarding expenditures for Brine Outfall and GWR were presented by Mr. Holden, and he stated that project costs were actually under budget for the year. Mr. Holden also displayed a large Gantt chart that integrated all the project-related activities.

Information only - no action needed.

7. CONSIDER APPROVAL OF GWR CONSULTANT CONTRACTS Mr. Holden described three contracts for the RWC to consider for continuing work in support of PWM Groundwater Replenishment Project:

1. Schaaf & Wheeler – CEQA support developing responses to the DEIR comments and review the FEIR for $32,100.

2. Schaaf & Wheeler – other support including update flow and fish passage analyses for Reclamation Ditch, update water quality analysis for Elkhorn Slough, update water right yield studies, survey City of Seaside well field to support Use Permit from City; pipeline right of way support for CSUMB and MPUSD; and permitting support with cities of Marina and Seaside for $166,900.

3. Trussell Technologies – support for startup of the Demonstration Project and operational configuration support for $13,452; and support for developing product water tasting program meeting Division of Drinking Water requirements for $5,972.

The amount for these recommended contract increases are within the approved FY15/16 Budget.

ACTION TAKEN: On a motion by Mr. Pendergrass, seconded by Mr. Phillips, the RWC recommends that the Board approve an increase in the Schaaf & Wheeler contracts by a total of $199,000 and approve an increase in the Trussell Technologies contract by $19,424. [Roll call vote - Yes: Rubio, Stefani, Pendergrass, Phillips and Downey]

8. CONSIDER APPROVAL OF RESOLUTIONS RELATED TO STATE

REVOLVING FUND Mr. Sciuto stated that our project partner, MPWMD, has been helping staff to get the necessary resolutions in place for the SRF application. He added that the District will be passing a resolution to serve as the financial backstop for the Pure Water Monterey Project. Mr. Pendergrass confirmed this Resolution would be considered by the District Board on Monday, July 20.

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Mr. McCullough explained that staff must submit financial, environmental and technical documents as part of the loan application process. The loan amount is up to $113M and three specific resolutions are necessary to verify MRWPCA support for this financing. Mr. Sciuto stated that submission of this loan application also puts the Agency into consideration for $15M in grant funding. Committee discussion followed and Mr. Holden was asked to estimate costs for various components of the PWM project:

Advanced Water Treatment (AWT) Plant, $37M;

conveyance pipeline, $30.3M;

source water development, $15M; and,

injection site and wells, $20M.

Total for the four elements is about $106M. Mr. McCullough added that the State is looking for projects that will be starting up in 2016. Mr. McCullough stated that there are three resolutions required for the SRF loan application:

Resolution 2015-xx, Support of Reimbursement of a State Revolving Fund Loan for the Pure Water Monterey Groundwater Replenishment Project

Resolution 2015-xx, Support of a Financial Assistance Application for a Financing Agreement from the State Water Resources Control Board for the Planning, Design, and Construction of the Pure Water Monterey Groundwater Replenishment Project

Resolution 2015-xx, Support of Pledged Revenues and Funds for Repayment of Financing of the Planning, Design and Construction of the Pure Water Monterey Groundwater Replenishment Project from the State Water Resources Control Board

To Mr. Rubio’s questions about the Resolutions having been reviewed, Legal Counsel and the Agency CFO confirmed they had reviewed the documents.

ACTION TAKEN: On a motion by Mr. Pendergrass, seconded by Mr. Phillips, the RWC recommends that the Board approve Resolution 2015-xx, Support of Reimbursement of a State Revolving Fund Loan; Resolution 2015-xx, Support of a Financial Assistance Application; and Resolution 2015-xx, Support of Pledged Revenues and Funds for Repayment. [Roll call vote - Yes: Rubio, Stefani, Pendergrass, Phillips and Downey]

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Discussion followed regarding the types of Comment Letters received on the DEIR. Mr. Holden explained that two letters were received after the close of the public comment period; however, staff and consultants have decided to include those with the others for response and consideration within the DEIR document.


Mr. Sciuto suggested that staff will include a notation on staff reports to the Board Committees to indicate, when appropriate, that an item has been reviewed by the General Manager, CFO, and/or Legal Counsel. This would especially apply to all Action Items. He also asked for direction as to whether staff should continue to provide such a detailed presentation to the Board on the Committee’s discussions. There was agreement from the Committee that a more concise report would be welcomed. Mr. Rubio suggested that reports that are informational only be included in the minutes and questions from the Board could be directed to the Committee Chair. He added that Action Items from the Committee could either be on the Board Consent Agenda; or if more discussion is needed, presented as separate Action Items. Mr. Sciuto stated that changes in the Committees’ presentation format to the Board would be the same for the July meeting; however, staff will implement these changes for future Board meetings.


Mr. Rubio thanked staff for the comprehensive Gantt chart prepared for the Pure Water Monterey Groundwater Replenishment Project and asked to have it printed in a larger format and placed in the Board Room.

11. ADJOURNMENT At 3:55 pm, with no further business, Chair Rubio adjourned the Recycled Water Committee meeting to the next regularly scheduled Recycled Water Committee meeting on August 13, 2015 at 3:00 pm. \\ADMINFILE\Users\Board Clerk\BOARD OF DIRECTORS\BOARD COMMITTEES\RECYCLED WATER COMMITTEE\2015\July\RWC draft minutes July 16, 2015.doc

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Joint Powers Authority Member Entities: Boronda County Sanitation District, Castroville Community Services District, County of Monterey, Del Rey Oaks, Fort Ord, Marina Coast Water District, Monterey, Moss

Landing County Sanitation District, Pacific Grove, Salinas, Sand City, and Seaside.

MEMORANDUM TO: RECYCLED WATER COMMITTEE FROM: PAUL SCIUTO, GENERAL MANAGER DATE: JULY 16, 2015 SUBJECT: UPDATE ON CPUC WATER PROCEEDINGS, MONTEREY

PENINSULA REGIONAL WATER AUTHORITY (MPRWA), AND TECHNICAL ADVISORY COMMITTEE (TAC)

──────────────────────────────────────────────

A Joint Special Meeting of the MPRWA Directors and TAC was held on June 23, 2015; On July 6 the MPWMA TAC held a meeting; and, on July 9, 2015 the Directors held their Regular Meeting. Agendas for these meetings are attached. The minutes are not yet available. Because I was able to attend each of the meetings, I will to provide additional information about the meetings, as requested, at the RW Committee meeting.

Update only – no action is required

Attachments: A. MPRWA Directors & TAC Joint Special Meeting, June 23, 2015 B. MPRWA TAC Regular Meeting, July 6, 2015 C. MPRWA Regular Meeting, July 9, 2015

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MEMORANDUM TO: RECYCLED WATER COMMITTEE FROM: BOB HOLDEN, PRINCIPAL ENGINEER

(via PAUL SCIUTO, GENERAL MANAGER) DATE: JULY 16, 2015 SUBJECT: UPDATE ON THE GROUNDWATER REPLENISHMENT

(GWR) PROJECT AND URBAN RECLAMATION PROJECTS ───────────────────────────────────────────────────────────

A. SCHEDULE (see attached project phasing schedule) Completed Events: June: Received 28 letters or comments about DEIR, Began work on FEIR. Performed concrete, electrical, and painting for Demonstration Facility building. Held meetings with MCWD to negotiate for a pipeline, with MCWRA on water rights, and with stakeholders about MPWSP return of groundwater to the Salinas River Basin and status of agreements. Reviewed CPUC DEIR and provided comments in coordination meeting. Recent/Upcoming Events: July: Provide presentations to MPRWA and City of Monterey. Continue preparing first administrative draft of FEIR. Continue discussing new NPDES permit with the Regional Board and Cal Am. Work on agreement with City of Salinas. Continue expediting Demonstration Facility. Receive and start reviewing design/build draft report. Critical Events: CEQA: Working with consultants to respond to comments. Working with MCWRA and others on Salinas Valley return water.

Design/Build: Consultant has begun to provide feedback. A draft report is expected by the end of July.

Definitive Agreement: The full stakeholder group met July 2. A simplified Gantt chart scheduled is attached.

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RECYCLED WATER COMMITTEE Update on GWR Project & Urban Reclamation Projects July 16, 2015 Page 2 of 4

CPUC Phase 2 Decision. The decision to approve the Water Purchase Agreement with MPWMD and MRWPCA is planned for May 2016. That is essentially the final authorization to build GWR. That decisions follows testimony in November 2015, evidentiary hearings in January 2016, and workshops. The delay in accepting DEIR comments (until September 30, 2015) with a possibly further delay if DEIR is recirculated as a joint CEQA/NEPA document may well delay the CPUC Phase 2 decision.

Information only - no action is requested.

B. EXPENDITURES RUWAP (UR 501)

Staff has provided documents and met with MCWD staff in preparation for the next negotiation session. Expenditures were 75% of budget on June 30, 2015. The 2015/2016 expenses related to RUWAP have been moved into the UR 502 (GWR) because the purpose of expenses is to obtain the GWR product water pipeline.

RUWAP UR-501*

Budget FY 2014/15

Cost During

June 2015 only

FY 2014/15 Costs thru June 30,

2015

Internal Labor 40,000 2,537 39,463

Consultants 36 0 36

Legal 15,000 0 1,890

Total Expenditures 55,036 2,537 41,389

*Over $3.1 Million written-off between FY2006 and FY2014 are identified as prior expenditures for reimbursement but not shown in current financial reports.

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RECYCLED WATER COMMITTEE Update on GWR Project & Urban Reclamation Projects July 16, 2015 Page 3 of 4

Brine/Outfall (UR 504)

Cal Am stopped pumping pilot slant well water because monitoring well water levels went down. Expenditures were 93% of budget on June 30, 2015. The approved FY2015/16 budget is shown. Cal Am has requested that we meet to develop another Exclusive Negotiating Agreement and start on a Long-Term Lease for brine disposal.

Brine/Outfall UR-504

Budget FY

2014/15

Cost During

June 2015 only

FY 2014/15 Costs thru June 30,

2015

FY 2015/16 Approved

Budget

Internal Labor 60,000 2,226 53,244 20,000

Consultants 554,646 1,252 524,388

Legal 30,000 0 22,526 20,000

Total Budget or Expenditures 644,646* 3,478 600,158 40,000*

Cal Am

Reimbursement** 48,625 0 0 410,365 Total Agency

Contributions *** 596,020 0 600,158 -370,365 *Depreciation to be paid by Cal Am is removed from budget.

**Cal Am billed for $248,484 in FY15 less $112,600 paid by Cal Am in FY14; balance remaining $135,884. Future expected reimbursements from Cal Am for Short-Term Lease: $96,365 in FY16, $54,140 in FY17 (more if lease does not end after 2 years). In addition, expect $313,715 (FY16, or FY17) from Cal Am for Long-Term (Brine) Lease.

***Assumes that Cal-Am reimburses the Agency at least $410,365 in FY15/16 to partially cover $600,158 in FY 14/15 expenditures.

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RECYCLED WATER COMMITTEE Update on GWR Project & Urban Reclamation Projects July 16, 2015 Page 4 of 4 Groundwater Replenishment (UR 502)

Expenditures were 79% of budget on June 30, 2015.

Expenditures from 2006 - FY 13/14 (*)

Budget FY 14/15

Cost During June 2015 only

FY 2014/15 Costs

thru June 2015

FY 2015/16

Approved Budget

Technical Consultants

3,904,452 1,570,261 24,842 853,346 2,451,478

Legal 687,327 245,000 52,332 367,675 360,000

Environmental 1,527,007 1,296,177 6,136 1,106,335 752,731

Internal Labor 1,602,338 288,562 15,121 364,538 250,000

TOTALS 7,721,125 3,400,000 98,431 2,691,894 3,814,209

Funding & Reimbursements

Watermaster 100,000 0 0 0 0

MPWMD 2,714,633 2,493,838 284,953 1,568,667 2,832,576

SRF (Facilities) Grant 0 74,883 0 0 37,442

BOR Title 16 (Feasibility) WaterSMART Grant

149,791 0 0 0 0

Total Agency Contributions

4,756,701 831,279 -186,522 1,123,227 944,191

* The Finance Department is in the process of auditing prior year expenditures

The Agency accrues revenues and expenditures related to June activities through the end of July. The numbers presented may be adjusted to reflect year-end accruals. If there are any material changes, staff will provide the Recycled Water Committee with updated information.

Information only - no action is requested.

Attachment A: Groundwater Replenishment Project Gantt Schedule

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ID Task Name Duration Start Finish

1 Definitive Agreement Process 229 days? Wed 7/1/15 Mon 5/16/16

2 Legal 50 days Wed 7/1/15 Tue 9/8/15

3 Definitions 10 days Wed 7/1/15 Tue 7/14/15

4 Talking Points 10 days Wed 7/1/15 Tue 7/14/15

5 1st Draft 10 days Wed 7/15/15 Tue 7/28/15

6 2nd Draft 10 days Wed 7/29/15 Tue 8/11/15

7 Group Review 10 days Wed 8/12/15 Tue 8/25/15

8 Board Approvals 10 days Wed 8/26/15 Tue 9/8/15

9 Water Availability & Quality 25 days Wed 7/1/15 Tue 8/4/15

10 Revise Availability 20 days Wed 7/1/15 Tue 7/28/15

11 Revise Quality 5 days Wed 7/29/15 Tue 8/4/15

12 SWRCB Water Rights 229 days Wed 7/1/15 Mon 5/16/16

13 Amended Application to SWRCB 1 day Wed 7/1/15 Wed 7/1/15

14 SWRCB Review 25 days Thu 7/2/15 Wed 8/5/15

15 Public Notice 23 days Thu 8/6/15 Mon 9/7/15

16 Hearing 120 days Tue 9/8/15 Mon 2/22/16

17 Rights Issued 60 days Tue 2/23/16 Mon 5/16/16

18 Salinas Ag Wash Water Rights 55 days Wed 7/1/15 Tue 9/15/15

19 Draft Agreement 10 days Wed 7/1/15 Tue 7/14/15

20 Final Agreement 17 days Wed 7/15/15 Thu 8/6/15

21 Board & Council Approvals 10 days Wed 9/2/15 Tue 9/15/15

22 Financial Issues 90 days Wed 7/1/15 Tue 11/3/15

23 Blanco Drain-When Needed or Always 20 days Wed 7/1/15 Tue 7/28/15

24 Revised Capital and O&M Cost Estimates 10 days Wed 7/1/15 Tue 7/14/15

25 Determine cost sharing 10 days Wed 9/2/15 Tue 9/15/15

26 Draft Agreement 10 days Wed 9/16/15 Tue 9/29/15

27 Final Agreement 10 days Wed 9/30/15 Tue 10/13/15

28 Board Approvals 15 days Wed 10/14/15 Tue 11/3/15

29 Interruptible Rate Approval 45 days Wed 7/1/15 Tue 9/1/15

30 Externality Study 1 day? Wed 7/1/15 Wed 7/1/15

31 Alternate Delivery Method Analysis 210 days Wed 7/1/15 Tue 4/19/16

35 SRF Loan 100 days Wed 7/1/15 Tue 11/17/15

36 Application 0 days Wed 7/1/15 Wed 7/1/15

37 Resolutions 20 days Wed 7/1/15 Tue 7/28/15

38 SWRCB Review 33 days Wed 9/30/15 Fri 11/13/15

39 GWR CEQA 90 days Wed 7/1/15 Tue 11/3/15

40 Admin Draft FEIR 30 days Wed 7/1/15 Tue 8/11/15

41 FEIR Published 25 days Wed 8/12/15 Tue 9/15/15

42 Board Certification & Acceptance 10 days Wed 9/16/15 Tue 9/29/15

43 Statute of Limitations 25 days Wed 9/30/15 Tue 11/3/15

44 Multi-Party Definitive Agreement 10 days Wed 11/4/15 Tue 11/17/15

45 CPUC 260 days Wed 7/1/15 Tue 6/28/16

46 Testamony 10 days Mon 11/16/15 Fri 11/27/15

47 Evidentary Hearings & Workshops 50 days Mon 11/30/15 Fri 2/5/16

48 Proposed Decision 40 days Mon 2/8/16 Fri 4/1/16

49 CPUC Phase 2 Decision: Certify FEIR & ApproveWPA/GWR

1 day Mon 5/2/16 Mon 5/2/16

50 Permits 260 days Wed 7/1/15 Tue 6/28/16

51 Federal CEQA+ 260 days Wed 7/1/15 Tue 6/28/16

52 State 130 days Wed 7/1/15 Tue 12/29/15

53 Local 260 days Wed 7/1/15 Tue 6/28/16

54 RWQCB and DDW SWRCB 150 days Wed 7/1/15 Tue 1/26/16

55 Engineering Report 70 days Wed 7/1/15 Tue 10/6/15

56 Source Control Program 40 days Wed 7/1/15 Tue 8/25/15

57 Division of Drinking Water approval 40 days Wed 10/7/15 Tue 12/1/15

58 RWQCB 40 days Wed 12/2/15 Tue 1/26/16

59 Financing Plan 20 days Wed 7/15/15 Tue 8/11/15

60 Revenue Requirement Analysis 20 days Wed 7/15/15 Tue 8/11/15

61 Watermaster Storage Agreement 40 days Mon 8/17/15 Fri 10/9/15

62 Water Purchase Ageement 43 days Wed 7/1/15 Fri 8/28/15

63 Draft 4 10 days Wed 7/1/15 Tue 7/14/15

64 Draft 5 23 days Wed 7/15/15 Fri 8/14/15

65 Final Agreement 10 days Mon 8/17/15 Fri 8/28/15

66 MPWSP CEQA 154 days Wed 7/1/15 Mon 2/1/16

67 DEIR Circulation 66 days Wed 7/1/15 Wed 9/30/15

68 FEIR Published 88 days Thu 10/1/15 Mon 2/1/16

69 Design, Construction & Start-up GWR 460 days Tue 5/3/16 Mon 2/5/18

70 Design 120 days Tue 5/3/16 Mon 10/17/16

71 Construction 300 days Tue 10/18/16 Mon 12/11/17

72 Start-up 40 days Tue 12/12/17 Mon 2/5/18

7/1

2128 5 121926 2 9 162330 6 132027 4 111825 1 8 152229 6 132027 3 10172431 7 142128 6 132027 3 101724 1 8 152229 5 121926 3 10172431 7 142128 4 111825 2 9 162330 6 132027 4 111825 1 8 152229 5 121926 5 121926 2 9 162330 7 142128 4 111825 2 9 162330 6 132027 3 101724 1 8 152229 5 121926 3 10172431 7 142128 4 1118Jul '15 Aug '15 Sep '15 Oct '15 Nov '15 Dec '15 Jan '16 Feb '16 Mar '16 Apr '16 May '16 Jun '16 Jul '16 Aug '16 Sep '16 Oct '16 Nov '16 Dec '16 Jan '17 Feb '17 Mar '17 Apr '17 May '17 Jun '17 Jul '17 Aug '17 Sep '17 Oct '17 Nov '17 Dec '17 Jan '18 Feb '18

2016 2017 2018

Task Split Progress Milestone Summary Project Summary External Tasks External Milestone Deadline

Page 1

Project: GWR Schedule 071015Date: Fri 7/10/15

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MEMORANDUM TO: RECYCLED WATER COMMITTEE FROM: BOB HOLDEN, PRINCIPAL ENGINEER

(via PAUL SCIUTO, GENERAL MANAGER) DATE: JULY 16, 2015 SUBJECT: CONSIDER APPROVAL OF GWR CONSULTANT

CONTRACTS ───────────────────────────────────────────────────────────

A. Schaaf and Wheeler Consulting Civil Engineers

Schaaf and Wheeler have provided flow analyses, fish flow analyses, water quality, and water rights expertise for the various source water as support for water rights and environmental issues. This year we request this expertise to help provide: CEQA Support ($32,100):

responses to the DEIR comments

review the GWR FEIR

Other Support ($166,900)

updated flow and fish passage analyses for Reclamation Ditch

update water quality analysis for Elkhorn Slough

update water right yield studies

survey of the City of Seaside well field to support Use Permit from City

pipeline Right of Way support for CSUMB and MPUSD

Permitting support with Cities of Marina and Seaside

The scope of work is more thoroughly described within the two attachments and is made by Request for Services (RFS) in accordance with their Professional Services Agreement dated September 11, 2014. The total cost is $199,000, which is part of the approved GWR budget.

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RECYCLED WATER COMMITTEE Budget Reallocation and Contract Increases for GWR Project July 16, 2015 Page 2 of 2

B. Trussell Technologies

Trussell Technologies has helped GWR in many areas. Specifically, we need support with start-up of the Demonstration Project. The scope of work (attached) includes: Start-up and operational configuration support ($13,452) and support for developing a product water tasting program meeting Division of Drinking Water requirements ($5,972). The total cost is $19,424 and is included in the approved GWR budget. The work will be performed with an RFS under their February 28, 2012 Professional Services Agreement. RECOMMENDATION: Staff requests that the Recycled Water Committee recommend that the Board approve an increase in the Schaaf & Wheeler contracts by a total of $199,000 and approve an increase in the Trussell Technologies contract by $19,424. All contract increases would remain within the already approved budget.

Attachment 1: Schaaf&Wheeler Scope-GWR CEQA Report Attachment 2: Schaaf&Wheeler Scope-GWR Engineering Services Attachment 3: Trussell Technologies Scope-Start-up of Demonstration Project

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Santa Clara ● San Francisco ● Santa Rosa ● Salinas

July 9, 2015

Mr. Robert Holden, PE



Monterey, California 93940

Subject: Pure Water Monterey Groundwater Replenishment Project, CEQA Support

Dear Mr. Holden:

Schaaf & Wheeler is pleased to propose the following engineering services in support of

the Groundwater Replenishment Project Final Environmental Impact Report preparation.

Our proposed scope follows.

Scope

Schaaf & Wheeler will work with Denise Duffy & Associates, the project CEQA

consultant, to prepare responses to comments received on the Draft Environmental Impact

Report. Our primary effort will be responding to comments and questions on source

water availability, diversions and stream hydrology, and providing text updates to the

applicable portions of sections 2.0, Project Description, 4.11, Hydrology and Water Quality

(Surface Water), 6.0, Alternatives, and Appendix B, Source Water Assumptions. We will

prepare one Technical Memorandum as a summation of the responses to comments and

questions about the availability and reliability of the various water supply sources, for

inclusion in the Final EIR.

Fee

Our estimated fee for the above scope of work is $32,000. Effort will be billed on a time

and materials basis per our standard charge rate schedule.

James R. Schaaf, Ph. D, PE

Kirk R. Wheeler, PE

Peder C. Jorgensen, PE

Charles D. Anderson, PE

Daniel J. Schaaf, PE

Schaaf & Wheeler CONSULTING CIVIL ENGINEERS

3 Quail Run Circle, Suite 101

Salinas, CA 93907

831-883-4848

Fax 831-758-6328

M. Eliza McNulty, PE

Benjamin L. Shick, PE

Leif M. Coponen, PE

Principal Emeritus

David A. Foote, PE

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Client:

Project:

Task:

Estimate Date: 4/30/2015

TASK ITEMS PROJ PROJ SENIOR ASSOC ASST JUNIOR IN-HOUSE IN-HOUSE Bestor SUB TOTAL

MGR ENG ENG ENG ENG ENG SUBTOTAL LABOR MATERIAL Engineers 2 COSTS $

NO. DESCRIPTION $220 $210 $195 $175 $150 $140 M.H.'S COSTS $ COSTS $ Survey W/ MARK-UP

Assumed FY 2015-16 Tasks

1 Prepare responses to DEIR Comments 64 20 84 $16,440 $16,440

2 Update text for Final EIR 60 20 80 $15,600 $15,600

0 $0 $0

Total 0 124 0 0 40 0 164 $32,040 $0 $0 $0 $32,040

ROUNDED TOTAL $32,100

Subconsultant Mark-up 10.0%



CEQA FEIR Support

MRWPCA_Fee_Estimate.xlsx/CEQA FEIR 7/9/2015

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Hourly Charge Rate Schedule

Personnel Charges Charges for personnel engaged in professional and/or technical work are based on the actual hours directly chargeable to the project.

Current rates by classification are listed below:

Classification Rate/Hr Classification Rate/Hr Project Manager $220 Construction Manager $210

Project Engineer $210 Senior Resident Engineer $180

Senior Engineer $195 Resident Engineer $160

Associate Engineer $175 Assistant Resident Engineer $140

Assistant Engineer $150 Construction Inspector $130

Junior Engineer $140

Designer $135

Technician $130

Engineering Trainee $100

Principal time is $300 per hour and is charged only for work done in preparation for litigation and other very high level‐of‐expertise assignments. Court or deposition time as an expert witness is charged at $400 per hour with a minimum of four hours per day.

Materials and Services Subcontractors, special equipment, outside reproduction, data processing, computer services, etc., will be charged at 1.10 times cost.

These rates are subject to revision semi‐annually.

Effective 1/1/15

James R. Schaaf, Ph. D, PE Kirk R. Wheeler, PE Peder C. Jorgensen, PE Charles D. Anderson, PE Daniel J. Schaaf, PE


1171 Homestead Rd., Suite 255 Santa Clara, CA 95050‐5485

408‐246‐4848 Fax 408‐246‐5624

M. Eliza McNulty, PE Benjamin L. Shick, PE Leif M. Coponen, PE Principal Emeritus David A. Foote, PE

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Santa Clara ● San Francisco ● Santa Rosa ● Salinas

July 9, 2015

Mr. Robert Holden, PE



Monterey, California 93940

Subject: Pure Water Monterey Groundwater Replenishment Project Support

Dear Mr. Holden:

Schaaf & Wheeler is pleased to propose the following engineering services in support of

the Groundwater Replenishment Project.

Task 1, Updated Fish Passage Analysis

The fisheries biologist identified several critical passage locations in the Reclamation Ditch

system. Due to the drought, we could not field-measure the flows depths during rain

events to confirm the flows required to achieve passage conditions. Schaaf & Wheeler will

model two critical passage locations, the Reclamation Ditch at San Jon Road (USGS gage)

and Gabilan Creek at Laurel Avenue, using HEC-RAS to develop flow vs. depth curves.

We will present the results in a brief technical memorandum. The estimated effort for this

task is 80 engineering hours.

Task 2, Updated Water Quality Analysis

The California Department of Fish and Wildlife has requested that the project impacts

analysis consider freshwater inflows to the Elkhorn Slough estuary, which is connected to

the Old Salinas River Channel. Schaaf & Wheeler will review existing data and reports,

and prepare a technical memorandum comparing the existing conditions to the projected

project conditions. Existing reports will be obtained from the Elkhorn Slough Foundation,

the Central Coast Watershed Studies Program, the Central Coast Wetlands Group, the

Moss Landing Marina Lab and the MBARI Land/Ocean Biochemical Observatory (LOBO)

in Elkhorn Slough. Daily water quality data for the Old Salinas River and the Elkhorn

Slough is available from LOBO for the period 2004 to present.

Project conditions will be approximated by selecting historic periods where flows in the

Salinas River and Reclamation Ditch match the anticipated flow conditions. The estuary

James R. Schaaf, Ph. D, PE

Kirk R. Wheeler, PE

Peder C. Jorgensen, PE

Charles D. Anderson, PE

Daniel J. Schaaf, PE


3 Quail Run Circle, Suite 101

Salinas, CA 93907

831-883-4848

Fax 831-758-6328

M. Eliza McNulty, PE

Benjamin L. Shick, PE

Leif M. Coponen, PE

Principal Emeritus

David A. Foote, PE

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Bob Holden, PE July 9, 2015

Schaaf & Wheeler Page 2

conditions during those periods will be compared with existing normal-year conditions.

Calendar year 2011 will be used as the normal water year, based on the recorded annual

rain fall and the operation of the SRDF. If the project conditions at the Elkhorn Slough

differ from the existing conditions, a statistical analysis will be prepared to determine the

frequency of the changed conditions. A full model of the estuary will not be developed

for this analysis.

The estimated effort for this task is 120 engineering hours.

Task 3, Updated Water Right Yield Studies

Schaaf & Wheeler will update the water availability studies prepared for the Blanco Drain,

the Reclamation Ditch and the Salinas River to incorporate the results of Tasks 1 and 2,

and, if needed, to address other comments received on the Draft EIR for the project.

The estimated effort for this task is 80 engineering hours (24 to 28 per report).

Task 4, Well Field Surveying Support

Schaaf and Wheeler will coordinate surveying and staking of four (4) injection well

parcels, four (4) monitoring well parcels, the backwash percolation basin parcel, the

roadway and pipeline easement connecting the injection well parcels, and the remaining

pipeline easement connecting these sites to General Jim Moore Blvd. The sites shall be

marked in the field, and survey plats and legal descriptions drafted. Up to two reviews of

the draft parcel plats are anticipated. Once final, property corners will be set and a record

of survey will be prepared and submitted to Monterey County.

The estimated in-house effort for this task is 12 engineering hours. Surveying will be

performed by Bestor Engineers, whose detailed scope is attached.

Task 5, Pipeline ROW Support

The preferred pipeline alignment for the project is the MCWD RUWAP pipeline. The

District’s designer has completed initial right-of-way coordination, and the District has

obtained easements for portions of the pipeline. Schaaf & Wheeler will assist with

finalizing the remaining easements through CSUMB and MPUSD property, and finalizing

encroachment permits with the Cities of Marina and Seaside. For the purpose of

estimating effort, we are assuming that the MCWD pipeline easement across the

Armstrong Ranch will be available to the project, and that the previous appraisal of the

easement value through CSUMB is still valid.

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Client:

Project:

Task:

Estimate Date: 7/9/2015

TASK ITEMS PROJ PROJ SENIOR ASSOC ASST JUNIOR IN-HOUSE IN-HOUSE Bestor SUB TOTAL

MGR ENG ENG ENG ENG ENG SUBTOTAL LABOR MATERIAL Engineers 2 COSTS $

NO. DESCRIPTION $220 $210 $195 $175 $150 $140 M.H.'S COSTS $ COSTS $ Survey W/ MARK-UP

Permitting Support

1 Update fish passage analysis fro Rec. Ditch 40 40 80 $14,400 $14,400

2 Update water quality analysis for Elkhorn Slough 80 40 120 $22,800 $22,800

3 Update Water Right Yield Studies 40 40 80 $14,400 $14,400

4 Surveying support, Seaside Wellfield 12 12 $2,520 $41,000 $47,620

5A Pipeline ROW support, CSUMB 60 60 $12,600 $14,000 $28,000

5B Pipeline ROW support, MPUSD 40 40 $8,400 $8,400

5C Permitting support, Marina 40 40 $8,400 $8,400

5D Permitting support, Seaside 80 40 120 $22,800 $22,800

0 $0 $0

Total 0 392 0 0 160 0 552 $106,320 $0 $55,000 $0 $166,820

ROUNDED TOTAL $166,900

Subconsultant Mark-up 10.0%



Project Permitting Support Tasks

MRWPCA_Fee_Estimate.xlsx/FY2015-16 revised 7/9/2015

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Hourly Charge Rate Schedule

Personnel Charges Charges for personnel engaged in professional and/or technical work are based on the actual hours directly chargeable to the project.

Current rates by classification are listed below:

Classification Rate/Hr Classification Rate/Hr Project Manager $220 Construction Manager $210

Project Engineer $210 Senior Resident Engineer $180

Senior Engineer $195 Resident Engineer $160

Associate Engineer $175 Assistant Resident Engineer $140

Assistant Engineer $150 Construction Inspector $130

Junior Engineer $140

Designer $135

Technician $130

Engineering Trainee $100

Principal time is $300 per hour and is charged only for work done in preparation for litigation and other very high level‐of‐expertise assignments. Court or deposition time as an expert witness is charged at $400 per hour with a minimum of four hours per day.

Materials and Services Subcontractors, special equipment, outside reproduction, data processing, computer services, etc., will be charged at 1.10 times cost.

These rates are subject to revision semi‐annually.

Effective 1/1/15

James R. Schaaf, Ph. D, PE Kirk R. Wheeler, PE Peder C. Jorgensen, PE Charles D. Anderson, PE Daniel J. Schaaf, PE


1171 Homestead Rd., Suite 255 Santa Clara, CA 95050‐5485

408‐246‐4848 Fax 408‐246‐5624

M. Eliza McNulty, PE Benjamin L. Shick, PE Leif M. Coponen, PE Principal Emeritus David A. Foote, PE

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12 September 2014 Revised 4 December 2014 SCHAAF & WHEELER 3 Quail Run Circle, Suite 101 Salinas, CA 93907 Via Email: [email protected] Attn: Andy Sterbenz, PE Re: MRWPCA Groundwater Replenishment Project Legal Descriptions & Plats for Facility Parcels & Easements Dear Andy: Thank you for contacting us regarding the land surveying support necessary for the MRWPCA Groundwater Replenishment Project. Per your request we have prepared the following estimate to perform field surveying and prepare legal description and accompanying plats for the proposed facilities in the former Ford Ord.

A. SCOPE OF WORK

We will research adjoining record boundaries, rights-of-way and easements to support preparation of the legal descriptions and plats. As part of our survey we will recover existing boundary monumentation in the site vicinities, to allow us to accurately reference the described sites to existing boundary lines. Property corners will not be set and a Record of Survey map will not be prepared, unless optional Task 6 is approved. A draft plat will be prepared and delivered for each proposed easement parcel, to be submitted for up to two iterations of review by MRWPCA and the City of Seaside. If any parcels are reconfigured as part of the review process, and additional field surveying is required, this will constitute extra work and will be billed at our current hourly rates in addition to our estimated costs below. All legal descriptions and/or recordable maps will be stamped and signed by a licensed California Land Surveyor. No topographic or planimetric mapping is included as part of this proposal. Task 1: Injection Well Parcels We will perform a field survey to locate the boundaries of four (4) injection well sites, approximately 100’x100’ square, in locations to be defined by others (either marked in the field or by a properly geo-referenced GIS shapefile or CAD drawing). A legal description and accompanying 8½ x 11” plat will be prepared for each well site. Task 2: Percolation Basin Parcel We will field survey one site, approximately 300’x 300’ square, for a proposed percolation basin and prepare a legal description and accompanying plat. Task 3: Monitoring Well parcels We will field survey four (4) sites, approximately 20’x 20’ square, for monitoring wells and prepare legal descriptions and accompanying plats for each.

mailto:[email protected]

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BESTOR ENGINEERS, INC. 9701 BLUE LARKSPUR LANE MONTEREY, CALIFORNIA 93940

Task 4: Easement for Road, Pipeline & Utility purposes Based on a field survey, we will locate a proposed easement for roadway, pipeline and utility purposes, to be 100’ wide and approximately 3200’ in length, which connects the four injection well sites. We will prepare a legal description and accompanying plat for the proposed strip. Task 5: Pipeline Easement Based on a field survey, we will locate a proposed pipeline easement, to be 20’ wide and approximately 3500’ in length, connecting the well sites to General Jim Moore Boulevard. We will prepare a legal description and accompanying plat for the proposed strip. Task 6 (Optional - Recommended): Set Corners and Prepare Record of Survey Map Optionally, as part our field survey we can set survey monuments (i.e. iron pipe) at the corners of the well sites, percolation basin and monitoring well sites. If monuments are set, we are then obligated by state law to document the survey by filing a Record of Survey map with the County of Monterey. Should the Record of Survey map be prepared and recorded prior to the conveyance of the easements, this may offset some of the costs involved in the preparation of legal descriptions in Tasks 1 through 5, as these could refer to the parcels as shown on the recorded map, instead of metes and bounds descriptions.

B. FEE SCHEDULE

PrincipalSenior

Surveyor

Assistant

SurveyorCAD Tech

2-Person

Crew

@ $185 /hr @ $165 /hr @ $125 /hr @ $95 /hr @ $205 /hr

1 Injection Wells Sites (4) 2 20 12 8 12 8,390.00$

2 Percolation Basin Site 1 5 3 2 4 2,395.00$

3 Monitoring Wells Sites (4) 2 20 12 8 12 8,390.00$

4Road, Pipeline & Utility

Easement2 12 4 4 8 4,870.00$

5 Pipeline Easement 2 10 4 4 12 5,360.00$

TOTAL (Tasks 1 - 5) 9 67 35 26 48 $29,405.00

6Optional - Set Corners &

Prepare ROS4 24 8 16 20 11,320.00$

TOTAL (Tasks 1 - 6) 13 91 43 42 68 $40,725.00

Description FeesTask

Estimated Work Hours By Classification

This is only an estimate of the time required to complete the services described above. In the event difficulties arise during the course of our work and additional time is required, it will be billed on a time and materials basis, after client approval, based on our current hourly rates. Reimbursables (i.e. county plan check & recording fees, printing, deliveries, etc.) will be charged at cost.

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Attachment W.O. 3099.00 L:\3099\Scope-Estimates\2014\140912 S&W MRWPCA Parcels.docx

Page 3 of 3

BESTOR ENGINEERS, INC. 9701 BLUE LARKSPUR LANE MONTEREY, CALIFORNIA 93940

Drawings, sketches, field books, field notes, electronic field data, computer files and other similar documents are instruments of service, and as such are to remain the property of the land surveyor/engineer. If the above is acceptable, please have the responsible party complete the billing information below and return a signed copy to our office as our authorization to proceed. Sincerely, BESTOR ENGINEERS, INC. Michael V. Hink, PLS CA Professional Land Surveyor #8158 License Expires December 31st, 2014

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CHARGE RATES

FEE SCHEDULE Effective Through December 31, 2015

Personnel Charges Charges for personnel engaged in professional and/or technical work are made for actual hours directly chargeable to the project. Current rates by classification are listed below.

Principal $185.00/hour

Senior Engineer/Surveyor/Planner $165.00/hour

Assistant Engineer/Surveyor/Planner $125.00/hour

CAD Technician $95.00/hour

Administration $67.00/hour

Two Person Survey Crew $205.00/hour

Materials and Services Mileage: No charge within Monterey, Santa Cruz and San Benito Counties. Mileage beyond these counties shall be charged at 56 cents per mile (subject to change based on the IRS standard mileage rates). Subcontractors and consultants to Bestor Engineers, Inc. shall be charged at cost plus 10%. Client may elect to contract with subcontractors or consultants directly and thus avoid the 10% surcharge. Any work for litigation will be billed at 1.50 times the normal rate. Special equipment, reproduction and blueprinting, outside data processing and computer services, etc., will be charged at cost. FEIN: 94-1585474 Subject to revision January 1, 2016

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Professional Services MRWPCA GWR Demo Support

Trussell Technologies, Inc. Page 1 of 1

SCOPE OF WORK MRWPCA GWR Demonstration Facility Start-up and Tasting

Program Support

This scope of work describes the professional services to be provided by Trussell Technologies, Inc. to assist the Monterey Regional Water Pollution Control Agency (MRWPCA) in the start-up of the Groundwater Recharge (GWR) project’s demonstration facility. The demonstration facility will include the following pilot-scale processes: coarse straining, chloramination, ozonation, membrane filtration (MF), reserves osmosis (RO), ultraviolet light/advanced oxidation process (UV/AOP) with hydrogen peroxide, post-stabilization, and a tasting station. Compared to the previous MRWPCA GWR pilot, the demonstration facility will include new processes not yet piloted by MRWPCA, as well as different equipment for those processes previously piloted. Trussell Technologies assist in the start-up of the pilot processes at the demonstration facility. This support will include assistance (a) conducting loop-checks, instrument checks, and process validation, in conjunction with pilot equipment providers, (b) developing and configuring operational set-points, including dose and alarm set points, (c) startup trouble-shooting, and (d) providing assistance and support where needed with the tasting program (e.g. operating parameters and/or assistance with understanding regulatory limits). PROPOSED FEE Our proposed engineering consultant fee for the scope of work outlined above is $19,424. The following figure provides a breakdown of this effort.

Trussell Technologies Professional Service Fee MRWPCA Pure Water Monterey GWR Pilot Demo Startup

TaskSub Task

Description RRT GJW BMP JDK BDW Total ODCsTotal Cost

2 32 2 48 48 $18,164 $1,200 $19,424

4a Provide start up and operational configuration support 16 40 40 $12,192 $1,200 $13,4524b Provide support for developing tasting program 2 16 2 8 8 $5,972 $5,972

2 32 2 48 48 $18,164 $1,200 $19,424

Trussell Technologies PersonnelRRT = R. Rhodes Trussell, Ph.D., P.E. $295/hrGJW = Gordon J. Williams, Ph.D., P.E. $202/hrBMP = Brian M. Pecson, Ph.D., P.E. $179/hrJDK = John D. Kenney, P.E. $120/hr Note: Total costs include a 5% markup on ODCsBDW =Brie D. Webber $104/hr

TOTALS

4Pilot Demonstration Startup Support

SCOPE Budget

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Joint Powers Authority Member Entities: Boronda County Sanitation District, Castroville Community Services District, County of Monterey, Del Rey Oaks, Fort Ord, Marina Coast Water District, Monterey,


MEMORANDUM TO: RECYCLED WATER COMMITTEE FROM: MIKE McCULLOUGH, GOV. AFFAIRS ADMINISTRATOR DATE: JULY 16, 2015 SUBJECT: CONSIDER APPROVAL OF RESOLUTIONS RELATED TO

STATE REVOLVING FUND LOAN FOR FINANCING ASSISTANCE

──────────────────────────────────────────────────

BACKGROUND: The Agency is in the process of applying for a loan with the State Water Resources Control Board, Division of Financial Assistance as part of the Water Recycling Funding Program. In 2014, the governor dedicated $800 Million for water recycling projects as part of the low interest financing terms as defined in the Drought State of Emergency. The loans for the water recycling projects have a rate of 1%. The date to complete the application is Dec. 2, 2015. Projects have to start construction by 2016. The SRF program is also being funded by Proposition 1. There will be about $300 Million available for loans and another $300 Million available for grants. The maximum amount available for a grant is $15 Million. Once the application has been received by the State, the State staff will determine which program the applicant qualifies for: the Clean Water State Revolving Fund, the Water Recycling Loan Program and the Water Recycling Construction Grant Program. As part of the loan application process, the applicant has to provide financial security resolutions which are adopted by the governing Board/Agency. To assist MRWPCA in securing the loan, our project partner, the Monterey Peninsula Water Management District, has passed a resolution to serve as the financial backstop for the Pure Water Monterey project. Copies of the District’s resolution and their minutes are attached.

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RECYCLED WATER COMMITTEE Update on Progress of Test Shunt July 16, 2014 Page 2 of 2 RECOMMENDATION: Staff requests that the Recycled Water Committee recommend to the Board to approve the three financial security resolutions as part of the Agency’s application to the State Water Resources Control Board for the State Revolving Loan Fund Program (attached):

A. Resolution No. 2015-19 – Reimbursement of a State Revolving Fund Loan

B. Resolution No. 2015-20 – Support of a Financial Assistance Application

C. Resolution No. 2015-21 – Support of Pledged Revenues and Funds for Repayment

Additional attachments:

1. MPWMD Board Minutes for April 20, 2015 2. MPWMD Resolution 2015-14, Support of a Financial Assistance Application for a

Financing Agreement from the SWRCB for the Planning, Design, and Construction of the Pure Water Monterey Groundwater Replenishment Project.

3. MRWPCA Resolution 2014-03, Authorizing the General Manager sign and file, on behalf of the MRWPCA, a Financial Assistance Application from the SWRCB

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8-1-RES 2015-XX SRF Application-Reimbursement of SRF Loan


A RESOLUTION OF THE BOARD OF DIRECTORS OF THE MONTEREY REGIONAL WATER

POLLUTION CONTROL AGENCY IN SUPPORT OF REIMBURSEMENT OF A STATE REVOLVING FUND LOAN FOR THE PURE WATER MONTEREY GROUNDWATER REPLENISHMENT PROJECT

WHEREAS, the Board of Directors of the Monterey Regional Water Pollution Control

Agency (the “Agency”) has approved Resolution No. 2012-03 in support of a financial assistance

application for a grant from the State Water Resources Control Board (“State Water Board”) for

a Facility Plan Study of the Pure Water Monterey Groundwater Replenishment Project (the

“Project”); and

WHEREAS, the Board of Directors of the Agency has approved Resolution No. 2014-03

authorizing the General Manager to sign and file, for and on behalf of the Agency, in the State

Revolving Fund grant application process; and

WHEREAS, the Agency desires to finance the cost of constructing and/or reconstructing

certain public faculties’ and improvements related to treatment facilities, pipelines and other

infrastructure for the Project; and

WHEREAS, the Agency intends to finance the construction of the Project with moneys

(“Project Funds”) provided by the State of California, acting by and through the State Water

Board; and

WHEREAS, the State Water Board may fund the Project Funds with proceeds from the

sale of obligations the interest upon which is excluded from gross income for federal income tax

purposes (the “Obligations”); and

WHEREAS, prior to either the issuance of the Obligations or the approval by the State

Water Board of the Project Funds the Agency desires to incur certain capital expenditures (the

“Expenditures”) with respect to the Project from available moneys of the Agency; and

WHEREAS, the Agency has determined that those moneys to be advanced on and after

the date hereof to pay the Expenditures are available only for a temporary period and it is

necessary to reimburse the Agency of the Expenditures from the proceeds of the Obligations.

NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Monterey

Regional Water Pollution Control Agency:

1. The Board of Directors hereby states its intention and reasonably expects to

reimburse Expenditures paid prior to the issuance of the Obligations of the

approval by the State Water Board of the Project Funds.

2. The reasonable expected maximum principal amount of the Project Funds is up

to $113,000,000 or other value TBD.

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8-1-RES 2015-XX SRF Application-Reimbursement of SRF Loan

3. This resolution is being adopted no later than 60 days after the date on which

the Agency will expend the moneys for the construction portion of the Project

costs to be reimbursed with Project Funds.

4. Each Agency expenditure will be of a type properly chargeable to a capital

account under general federal income tax principles.

5. To the best of the Board of Directors knowledge, the Agency is not aware of

the previous adoption of official intents by the Agency that have been made as a

matter of course for the purpose of reimbursing expenditures and for which tax-

exempt obligation have not been issued;

6. This resolution is adopted as an official intent of the Agency in order to comply

with Treasury Regulation Section 1.150.-2 and any other regulations of the

Internal Revenue Service relating to the qualification for reimbursement of

Project costs;

7. All the recitals in this Resolution are true and correct and the Agency so finds,

determines, and represents.

PASSED, APPROVED AND ADOPTED by the Board of Directors of the Monterey

Regional Water Pollution Control Agency at a regular meeting on the ____ of _______, 2015 by

the following vote:

AYES:

NOES:

ABSENT:

Gloria De La Rosa, Chair

MRWPCA Board of Directors

ATTEST:

Paul Sciuto, General Manager

Secretary to Board of Directors

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8-2-RES 2015-XX SRF Application-Support of a Financial Application


A RESOLUTION OF THE BOARD OF DIRECTORS OF THE MONTEREY REGIONAL WATER POLLUTION CONTROL AGENCY IN SUPPORT OF A FINANICAL ASSISTANCE

APPLICATION FOR A FINANCING AGREEMENT FROM THE STATE WATER RESOURCES CONTROL BOARD FOR THE PLANNING, DESIGN, AND CONSTRUCTION OF

THE PURE WATER MONTEREY GROUNDWATER REPLENISHMENT PROJECT

WHEREAS, the Board of Directors of the Monterey Regional Water Pollution Control

Agency (“Agency”) has approved Resolution No. 2012-03 in support of a financial assistance

application for a grant from the State Water Resources Control Board (“State Water Board”) for

a Facility Plan Study of the Pure Water Monterey Groundwater Replenishment Project

(“Project”); and

WHEREAS, the Board of Directors of the Agency has approved Resolution No. 2014-03

authorizing the General Manager to sign and file, for and on behalf of the Agency, in the State

Revolving Fund application process; and

WHEREAS, the Agency’s Project would produce replacement water sources and

groundwater storage to allow California-American Water Company to extract 3,500 AFY from

the Seaside Groundwater Basin to meet its obligations to find a replacement to its use of water

from the Carmel River; and

WHEREAS, the Monterey Regional Water Pollution Control Agency has already

received a Facilities Planning Grant in the amount of $75,000 for the preparation of a Facility

Plan Report for the Project; and

WHEREAS, the Agency is completing the Project Draft Environmental Impact Report;

and

WHEREAS, the State Water Board offers a State Revolving Fund Loan Program that

would support the construction of the Project; and

WHEREAS, the loan application requires an official resolution to be adopted by the

Board of Directors of the Agency verifying support of the loan.


Regional Water Pollution Control Agency:

1. Verifies that the Monterey Regional Water Pollution Control Agency

authorizes the General Manager (the “Authorized Representative”) or his/her

designee to sign and file for on behalf of the Monterey Regional Water

Pollution Control Agency, a financial assistance application from the State

Water Resources Control Board for the planning, design, and construction of

the Pure Water Monterey Groundwater Replenishment Project;

2. Authorizes the General Manager or his/her designee to provide the

assurances certifications, and commitments required for the financial

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8-2-RES 2015-XX SRF Application-Support of a Financial Application

assistance application, including executing a financial assistance agreement

from the State Water Resources Control Board and any amendments or

changes thereto;

3. Authorizes the General Manager or his/her designee to represent the

Monterey Regional Water Pollution Control Agency in carrying out the

Monterey Regional Water Pollution Control Agency’s responsibilities under

the financing agreement, including certifying disbursement request on behalf

of the Monterey Regional Water Pollution Control Agency and compliance

with applicable state and federal laws.

PASSED, APPROVED AND ADOPTED by the Board of Directors of the Monterey

Regional Water Pollution Control Agency at a regular meeting on the ____ of _______, 2015 by

the following vote:

AYES: NOES: ABSENT:


ATTEST:


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6-B5c RES 2015-21 SRF Application-Pledge Revenues-Fund for Repayment


A RESOLUTION OF THE BOARD OF DIRECTORS OF THE MONTEREY REGIONAL WATER POLLUTION CONTROL AGENCY IN SUPPORT OF PLEDGED REVENUES AND FUNDS FOR REPAYMENT OF FINANCING

OF THE PLANNING, DESIGN, AND CONSTRUCTION OF THE PURE WATER MONTEREY GROUNDWATER REPLENISHMENT PROJECT FROM THE STATE WATER RESOURCES CONTROL BOARD

WHEREAS, the Board of Directors of the Monterey Regional Water Pollution Control Agency (“Agency”) has approved Resolution No. 2012-03 in support of a financial assistance application for a grant from the State Water Resources Control Board (“State Water Board”) for a Feasibility Study of the Pure Water Monterey Groundwater Replenishment Project (“Project”); and WHEREAS, the Board of Directors of the Agency has approved Resolution No. 2014-03 authorizing the General Manager to sign and file, for and on behalf of the Agency, in the State Revolving Fund grant application process; and

WHEREAS, the Agency’s Project would produce replacement water sources and groundwater storage to allow California-American Water Company to extract 3,500 AFY from the Seaside Groundwater Basin to meet its obligations to find a replacement to its use of water from the Carmel River; and

WHEREAS, the Agency has already received a Facilities Planning Grant in the amount of $75,000 for the preparation of a Facility Plan Report for the Project; and

WHEREAS, the Agency is completing the Project Draft Environmental Impact Report; and

WHEREAS, the State Water Board offers a State Revolving Fund Loan Program that would support the planning, design, and construction of the Project; and WHEREAS, the Agency is applying for a State Revolving Fund Loan that would support the planning, design, and construction of the Project; WHEREAS, the Agency and the Monterey Peninsula Water Management District will enter into a Water Purchase Agreement for the sale of the product water and creation of revenues that will pay the costs of the Project; and WHEREAS, the Board of Directors for the Monterey Peninsula Water Management District on April 20, 2015 authorized utilization of the District credit for financing of the Pure Water Monterey Groundwater Replenishment Project; and WHEREAS, The Monterey Peninsula Water Management District hereby dedicates and pledges wholesale water sales revenues from the water purchase agreement, and its ability to raise a District Water Supply Charge through the Proposition 218 process as additional support should revenues from the water purchase agreement be insufficient or interrupted, to payment of any and all Clean Water State Revolving Fund and/or Water Recycling Funding Program financing for the Pure Water Monterey Groundwater Replenishment Project; and

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6-B5c RES 2015-21 SRF Application-Pledge Revenues-Fund for Repayment

WHEREAS, The Monterey Peninsula Water Management District pursuant to the April 15, 2015 resolution 2015-14 commits to collecting such revenues and maintaining such funds throughout the term of such financing and until the repayment obligation thereunder is satisfied unless modification or change is approved in writing by the State Water Resources Control Board. So long as the financing agreements are outstanding, the District’s pledge hereunder shall constitute a lien in favor of the State Water Resources Control Board on the foregoing funds and revenues without any further action necessary. So long as the financing agreements are outstanding, the District commits to maintaining funds and revenues at levels sufficient to meet its obligations under the financing agreements.

NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Monterey Regional Water Pollution Control Agency:

1. Hereby dedicates and pledges The Three Way Water Purchase Agreement between California American Water, Monterey Peninsula Water Management District and the MRWPCA to payment of any and all Clean Water State Revolving Fund and/or Water Recycling Funding Program financing for the Pure Water Monterey Groundwater Replenishment Project;

2. The Monterey Regional Water Pollution Control Agency’s Board of Directors commits to collecting such revenues and maintaining such funds throughout the term of such financing and until the Monterey Regional Water Pollution Control Agency has satisfied its repayment obligation thereunder unless modification or change is approved in writing by the State Water Resources Control Board. So long as the financing agreements are outstanding, the Monterey Regional Water Pollution Control Agency’s pledge hereunder shall constitute a lien in favor of the State Water Resources Control Board on the foregoing funds and revenues without any further action necessary. So long as the financing agreements are outstanding, the Monterey Regional Water Pollution Control Agency commits to maintaining funds and revenues at levels sufficient to meet its obligations under the financing agreements.

PASSED, APPROVED AND ADOPTED by the Board of Directors of the Monterey Regional

Water Pollution Control Agency at a regular meeting on the ____ of _______, 2015 by the following vote:

AYES: NOES: ABSENT:


ATTEST: Paul Sciuto, General Manager Secretary to Board of Directors

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5 Harris Court, Building G, Monterey, CA93940P.O. Box 85, Monterey, CA93942-0085

831-658-5600 Fax 831-644-9560http://www.mpwmd.net

FINAL MINUTES

Regular Meeting

Board of Directors

Monterey Peninsula Water Management District

April 20, 2015

The meeting was called to order at 7:00 p.m. in

theWater Management District conference room.

CALL TO ORDER/ROLL CALL

Directors Present:

Kristi Markey – Chair, Division 3

Jeanne Byrne – Vice Chair, Division 4

Brenda Lewis – Division 1

Andrew Clarke – Division 2

Robert S. Brower, Sr. – Division 5

David Pendergrass – Mayoral Representative

David Potter –Monterey County Board of

Supervisors Representative

Directors Absent: None

General Manager present: David J. Stoldt

District Counsel present: David Laredo

The assembly recited the Pledge of Allegiance. PLEDGE OF ALLEGIANCE

George Riley apologized for the cost of the Measure

O election presented in agenda item 5.

ORAL COMMUNICATIONS

On a motion by Potter and second of Lewis, the

Consent Calendar was approved on a vote of 7 – 0 by

Markey, Byrne, Lewis, Clarke, Brower, Pendergrass

and Potter.

CONSENT CALENDAR

Approved. 1. Consider Adoption of Minutes of the

March 16, 2015 Regular Board Meeting

Approved. 2. Consider Adoption of Resolution 2015-04

Amending Table XIV-1 Rebate Amounts

Approved. 3. Consider Adoption of Resolution 2015-05

Supporting SWRCB Expanded

Emergency Conservation Regulations

Approved. 4. Consider Rescission of Variance to Group

II Use at 484 Washington Street, Monterey

(APN: 001-692-011)

http://www.mpwmd.net/

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Final Minutes – MPWMD Regular Board Meeting – April 20, 2015 -- 2 of 5

Approved expenditure of $185,583.48. 5. Consider Approval of Expenditure for

Measure O Election Costs

Approved expenditure of up to $2,000. 6. Consider Approval of Expenditure for

Field Data Collection Support for Pure

Water Monterey Project

Approved. 7. Consider Extension of Memorandum of

Understanding Regarding Source Waters

and Water Recycling

Approved not-to-exceed amount of $40,000 for

services provided by Bryant & Associates.

8. Authorize First Supplement to Federal

Funding Strategy and Advocacy Services

to Monterey Peninsula Water

Management District for the Pure Water

Monterey Program

Approved expenditure of $460,000. 9. Authorize First Supplement to

Professional Services Agreement Dated

January 17, 2013 Between District and

Sidley Austin LLP Relating to Public

Financing of a Portion of the Cal-Am

Desal Project

Approved expenditure of $95,000 for services from

Raymond James.

10. Authorize First Supplement to

Underwriting Services Agreement

Relating to Public Financing of a Portion

of the Cal-Am Desal Project

Approved. 11. Consider Extension of Deepwater Desal

Cost Sharing Agreement

Approved. 12. Receive and File District-Wide Annual

Water Distribution System Production

Summary Report for Water Year 2014

Approved. 13. Receive and File District-Wide Annual

Water Production Summary Report for

Water Year 2014

Approved. 14. Consider Approval of Treasurer’s Report

for February 2015

GENERAL MANAGER’S REPORT

A summary of Mr. Stoldt’s report is on file at the

District office and can be viewed on the agency

website. He reported that water production is 7.8%

less than 2014 levels. Rainfall was at 70% of the

long-term average. Conditions could be described as

dry. Streamflow was at 37% of the long-term

average. Useable storage was at 97% of the long-term

average, and was twice the annual production target

for Cal-Am and other alluvial pumpers. Normally no

action would be taken to ration water use, but due to

the Governor’s edict, an 8 to 10% reduction in water

production could be required.

15. Status Report on California American

Water Compliance with State Water

Resources Control Board Order 2009-0060

and Seaside Groundwater Basin

Adjudication Decision

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Stoldt noted that operation of the test slant well for

California American Water’s desalination project

continued. The draft EIR on that project should be

released on April 30, 2015. Stoldt announced that the

draft EIR on the Pure Water Monterey project should

be available on April 29, 2015. Public hearings on

the EIR were scheduled for May 20, 2015 at Hartnell

College and May 21, 2015 at Oldemeyer Center.

16. Update on Development of Water Supply

Projects

Stoldt and Locke’s presentations are on file at the

MPWMD office and can be viewed on the agency’s

website. In response to Locke’s presentation, the

Directors suggested that the following comments be

submitted to the State Water Resources Control

Board (SWRCB) regarding statewide mandatory

water conservation measures: (a) if local water use is

below 55 gallons-per-day, than the reduction in water

production should be limited to 3 percent; and (b) a

statewide goal of 55 gallons per person per-day

should be established.

17. Report on Drought Response

ATTORNEY’S REPORT

District Counsel Laredo reported that the Board did

not conduct the closed session that was scheduled on

March 16, 2015. He also reported that at the April

20, 2015 Closed Session, on a unanimous vote of 7 –

0, the Board rejected the settlement position offered

by Thum in Thum v MPWMD: Monterey Case No.

M113598.

18. Report from District Counsel on Closed

Sessions of March 16 and April 20, 2015

DIRECTORS’ REPORTS (INCLUDING AB

1234 REPORTS ON TRIPS, CONFERENCE

ATTENDANCE AND MEETINGS)

Potter reported that on April 12 and April 13, 2015 he

and General Manager Stoldt joined Ralph Rubio of

the Monterey Regional Water Pollution Control

Agency in a series of meetings in Washington DC

regarding the Pure Water Monterey Project. Brower

reported that he and Directors Byrne and Clarke

attended a meeting on April 18, 2015 and presented

information on water issues. Byrne reported that at

that meeting, former Monterey County Supervisor

Lou Calcagno stated that water from the Salinas

Valley would never be used on the Monterey

Peninsula. Director Lewis reported that fifth grade

students from the Monterey International School in

Seaside completed a water conservation segment that

included video presentations and photos developed

by students. She requested that the material be

uploaded to the MPWMD website.

19. Oral Reports on Activities of County,

Cities, Other Agencies/Committees/

Associations

PUBLIC HEARINGS

Potter offered a motion that was seconded by Byrne

to adopted Ordinance No. 164 with the amendment

proposed in the staff report. The motion was

approved on a unanimous roll-call vote of 7 – 0 by

Potter, Byrne, Brower, Clarke, Lewis, Markey and

Pendergrass.

20. Consider Second Reading and Adoption of

Ordinance No. 164 Establishing Water

Permit Requirements for Outdoor Seating

at Restaurants

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The following comments were directed to the Board

during the public hearing. (a) George Riley stated

that this ordinance could be a model for the SWRCB

to utilize. (b) Lou Coletti, resident of Pacific Grove,

opined that the proposed regulations were not a

conservation effort, but rather a generous gift to

restaurateurs.

On a motion by Brower and second of Pendergrass

the 2014 MPWMD Annual Report was approved on

a unanimous vote of 7- 0 by Brower, Pendergrass,

Byrne, Clarke, Lewis, Markey and Potter. No

comments were directed to the Board during the

public hearing on this item.

21. Consider Adoption of 2014 MPWMD

Annual Report

ACTION ITEMS

Potter offered a motion that was seconded by Lewis

to approve the Sales Agreement, subject to changes

deemed to be insubstantial by District Counsel and

the General Manager. In addition, any changes that

are inconsistent with the agreement should come

back to the Board for consideration. The motion was

approved on a vote of 6 – 1. Directors Potter, Lewis,

Byrne, Markey, Clarke and Pendergrass voted in

favor of the motion. Director Brower was opposed.

Stoldt noted that paragraph 3, line 2 of the staff note

should be corrected: the words “30 years” should be

replaced with the words “20 years” which reflect a

10-year term with two five-year options. No

comments were directed to the Board during the

public comment period on this item.

22. Consider Approval of Sales Agreement

with Brant Family Trust re: Purchase of

MPWMD Schulte South Well, APN 416-

028-027

On a motion by Pendergrass and second of Potter, the

Board approved a pledge of the District’s revenue-

raising capacity in support of the long-term capital

financing of the Pure Water Monterey project. The

motion was approved on a vote of 7 – 0 by

Pendergrass, Potter, Brower, Byrne, Clarke, Lewis

and Markey.

During the public comment period on this item,

George Riley expressed support for Board approval.

He also suggested that Cal-Am should establish a

reserve fund to pay for debt service when the project

is not operational.

23. Authorize Utilization of District Credit for

Pure Water Monterey Financing

On a motion by Potter and second of Brower the

Strategic Planning Goals were adopted with the

following changes: (a) Under One-Year Goals, #7,

add a bullet “other local resource agencies.” (b)

Three-Year-Goals, # 9, Establish a Long-Term

Strategy for Los Padres Dam; move that to One-Year

Goals. (c) Under Three-Year Goals, # 11, Prepare for

Allocation of “New Water,” the references to the

Odello and City of Pacific Grove projects should be

listed under the heading “New Allocation” under

One-Year Goals. The motion was approved on a vote

24. Discuss and Adopt Strategic Planning

Goals

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EXHIBIT 4-A


A RESOLUTION OF THE BOARD OF DIRECTORS OF THE MONTEREY

PENINSULA WATER MANAGEMENT DISTRICT IN SUPPORT OF A FINANCIAL

ASSISTANCE APPLICATION FOR A FINANCING AGREEMENT FROM THE STATE

WATER RESOURCES CONTROL BOARD FOR THE PLANNING, DESIGN, AND

CONSTRUCTION OF THE PURE WATER MONTEREY GROUNDWATER

REPLENISHMENT PROJECT

WHEREAS, the Board of Directors of the Monterey Peninsula Water Management

District (“District”) on April 20, 2012 approved a three-party Memorandum of Understanding

with the Monterey Regional Water Pollution Control Agency (“Agency”) and California

American Water to develop the Pure Water Monterey Groundwater Replenishment Project

(“Project”); and

WHEREAS, the Board of Directors of the District on May 20, 2013 approved a Cost

Sharing Agreement with the Agency to fund pre-construction expenses of the Pure Water

Monterey Groundwater Replenishment Project; and

WHEREAS, the Board of Directors of the District on July 31, 2013 approved a sixteen-

party proposed Settlement Agreement to develop the Monterey Peninsula Water Supply Project,

including the Pure Water Monterey Groundwater Replenishment Project, as part of Application

A.12-04-019 at the California Public Utilities Commission; and

WHEREAS, the Board of Directors of the District on October 8, 2014 approved a five-

party Memorandum of Understanding Regarding Source Waters and Water Recycling in support

of the Pure Water Monterey Groundwater Replenishment Project; and

WHEREAS, the Project would produce replacement water sources and groundwater

storage to allow California-American Water Company to extract 3,500 AFY from the Seaside

Groundwater Basin to meet its obligations to find a replacement to its use of water from the

Carmel River; and

WHEREAS, the District will enter into a Water Purchase Agreement for the sale of the

product water and creation of revenues that will pay the costs of the Project; and

WHEREAS, the Board of Directors of the District on April 20, 2015 authorized

utilization of the District credit for financing of the Pure Water Monterey Groundwater

Replenishment Project; and

WHEREAS, the Board of Directors of the Agency has approved its Resolution No.

2014-03 authorizing its General Manager to sign and file, for and on behalf of the Agency, in the

State Revolving Fund application process; and

WHEREAS, the State Water Board offers a State Revolving Fund Loan Program that

would support the construction of the Project; and

WHEREAS, the loan application requires an official resolution to be adopted by the

Board of Directors of the Agency and the District verifying support of the loan.

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Peninsula Water Management District:

1. Verifies that it authorizes the General Manager (the “Authorized

Representative”) or his/her designee to sign and file for on behalf of the District,

a financial assistance application or letter in support of an Agency application

from the State Water Resources Control Board for the planning, design, and

construction of the Pure Water Monterey Groundwater Replenishment Project;

2. Authorizes the General Manager or his/her designee to provide the assurances

certifications, and commitments required for the financial assistance application,

including executing a financial assistance agreement from the State Water

Resources Control Board and any amendments or changes thereto;

3. Hereby dedicates and pledges wholesale water sales revenues from the water

purchase agreement, and its ability to raise a District Water Supply Charge

through the Proposition 218 process as additional support should revenues from

the water purchase agreement be insufficient or interrupted, to payment of any

and all Clean Water State Revolving Fund and/or Water Recycling Funding

Program financing for the Pure Water Monterey Groundwater Replenishment

Project;

4. Commits to collecting such revenues and maintaining such funds throughout

the term of such financing and until the repayment obligation thereunder is

satisfied unless modification or change is approved in writing by the State Water

Resources Control Board. So long as the financing agreements are outstanding,

the District’s pledge hereunder shall constitute a lien in favor of the State Water

Resources Control Board on the foregoing funds and revenues without any

further action necessary. So long as the financing agreements are outstanding,

the District commits to maintaining funds and revenues at levels sufficient to

meet its obligations under the financing agreements.

5. Authorizes the General Manager or his/her designee to represent the District

in carrying out the District’s responsibilities under the financing agreement and

compliance with applicable state and federal laws.

On motion of Director ____________, and second by Director ____________, the

foregoing resolution is duly adopted this ___ day of July, 2015 by the following votes:

AYES:

NAYS:

ABSENT:

I, David J. Stoldt, Secretary to the Board of Directors of the Monterey Peninsula Water

Management District, hereby certify that the foregoing is a resolution duly adopted on the __ day

of July, 2015.

Witness my hand and seal of the Board of Directors this __ day of July, 2015.

David J. Stoldt

Secretary to the Board U:\dstoldt\Board Subcommittee Items and Exhibits\2015\Ad Comm 7-13\Exhibit 4-A.docx

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A RESOLUTION AUTHORIZING THE GENERAL MANAGER TO SIGN AND FILE, FOR AND ON BEHALF OF THE MONTEREY

REGIONAL WATER POLLUTION CONTROL AGENCY, A FINANCIAL ASSISTANCE APPLICATION FOR A FINANCING

AGREEMENT FROM THE STATE WATER RESOURCES CONTROL BOARD FOR THE PLANNING, DESIGN, AND

CONSTRUCTION OF THE GROUNDWATER REPLENISHMENT PROJECT

WHEREAS, the Monterey Regional Water Pollution Control Agency has

already made significant progress in the planning of a Groundwater Replenishment Project for the advanced treatment, reclamation and recharge into the Seaside Aquifer; and

WHEREAS, the State Water Resources Control Board has provided

funding for an investigation and evaluation of the feasibility of the Groundwater Replenishment Project in the form of a Facilities Planning Grant (FPG). A Facility Plan Report (FRP) is being developed with the assistance of Brezack and Associates Planning and funding from the State Water Resources Control Board FPG. The grant agreement was executed in September 2012; and WHEREAS, the State Water Resources Control Board offers a State

Revolving Fund (SRF) Program that would support the Monterey Regional Water Pollution Control Agency’s project with a 1% loan; and

WHEREAS, the State Water Resources Control Board requires the

completion of a General Application Package for SRF Funding;

NOW, THEREFORE BE IT RESOLVED that the Board of Directors

of the Monterey Regional Water Pollution Control Agency:

1. Supports a SRF loan application; 2. Verifies that the Monterey Regional Water Pollution Control Agency

authorizes the General Manager to sign and file for on behalf of the Monterey Regional Water Pollution Control Agency, a financial assistance application for a financing agreement from the State Water

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AGENDA TITLE: PURCHASE OF THREE NEW 250 HP ALLEN VARIABLE FREQUENCY DRIVES (VFDS) FOR THE CASTROVILLE PUMP STATION AS AUTHROIZED BY RESOLUTION NO. 2015-18 ALLOWING FOR THE SOLE SOURCE PURCHASE


CONTACT: Mark Malanka, Maintenance Manager

Phone: 883-6115


Staff recommends that the Board of Directors approve the purchase of three 250 HP Variable Speed Drives for the Castroville Pump Station. The current ROBICON drives are over 15 years old and are no longer supported by the manufacturer. The VFDs are critical pieces of equipment; they have reached the end of their useful life, and replacement of these drives is necessary. MRWPCA’s Utilities Supervisor and a study conducted by our consultant in 2013 verified this critical need. The purchase of the Allen Bradley Drives is in line with efforts to standardize our VFDs. This will save the Agency costs for training and spare parts since the parts are interchangeable on multiple drive sizes. The proposed drives would be purchased from our local Allen Bradley Reps, Buckles-Smith, if the Board approves the Resolution allowing for sole source purchases of Allen Bradley drives. The approved funding is in the Capitalized Equipment Fund of the FY15/16 Budget. The total purchase price with tax and shipping is $56,487.28.

FINANCIAL IMPACT: ( x ) Yes ( ) No

FUNDING SOURCE: Capitalized Equipment Fund

BUDGET RECAP: Total Estimated Cost: $56,487.28

Amt Expended to Date: $ 0

Amt Budgeted FY 15/16: $ 56,000.00




New Funding Required: $ 487.28

New Revenue: No

Revenue Impact: None

New Personnel? NO

Change in Board Policy? NO

PRIOR BOARD

ACTIONS: Approved FY15/16 Budget (June 29, 2015).

ALTERNATIVES: N/A

COMMITTEE REVIEW

AND ACTION: N/A

MANAGER


ATTACHMENTS: None

RECOMMENDED

MOTION: Approve the Purchase of three new 250 HP Allen

Bradley Variable Frequency Drives (VFDs) for the

Castroville Pump Station as authorized by Resolution

No. 2015-18, allowing sole source purchase.




MEETING DATE: JUNE 27, 2015

AGENDA ITEM: 7 – B

AGENDA TITLE: CONSIDER APPROVAL OF A PROPOSITION 218

NOTICE IN REGARDS TO SPECIAL USER FEES


CONTACT: TORI HANNAH, CHIEF FINANCIAL OFFICER

Phone: (831) 645-4623

DEPARTMENT SUMMARY AND REQUESTED BOARD ACTION: On May 7, 2014 the Board provided a public notice regarding the maximum user fees

for the period from July 1, 2014 through June 30, 2017. This increase was approved

on June 30, 2014 and became effective on July 1, 2014. Specific fees for Special

Users were not listed on the original notice because they are calculated based on

individual usage, which varies with flow and strength characteristics. The underlying

formula used to calculate all defined user categories is the same formula used to

calculate Special User Fees. The defined Residential User category resulted in a 3.4%

increase from $14.85 to $15.35 a month, effective July 1, 2015; with a calculated

maximum 3.3% increase to $15.85 effective July 1, 2016. When a Special User’s flow

and strength characteristics are applied to the formula, rates increase by 3.4% in

October 2015 and 3.2% in July 1, 2016, if usage characteristics remain constant

between the years. Although this sample resulted in similar percentages, it should be

noted that Special User rates and percentages will vary based on actual flow and

strength characteristics. A sample user formula is included in Attachment 2.

While all Special Users were mailed the original announcement, this Notice will provide

additional clarity; and be in conformance with Proposition 218. Staff anticipates

scheduling the Public Hearing on September 28, 2015.


FUNDING SOURCE: N/A

BUDGET RECAP: N/A

PRIOR BOARD

ACTIONS: Provided Proposition 218 Notice in regards to user

fees on May 7, 2014




ALTERNATIVES: N/A

COMMITTEE REVIEW

AND ACTION: Approved Proposition 218 Notice in regards to user

fees on May 7, 2014

MANAGER


ATTACHMENTS: 1. Notice of Public Hearing – Newspaper

Publication

2. Notice of Public Hearing – Special Users

RECOMMENDED

MOTION: Approve Proposition 218 Notice In Regards to

Special User Fees

NOTICE OF PUBLIC HEARING

The Monterey Regional Water Pollution Control Agency (MRWPCA) provides wastewater (sewage)

treatment services to commercial and residential customers throughout its service area. Certain

commercial wastewater customers are categorized by MRWPCA as “Special Users.” Wastewater user

fees for Special Users are calculated based on the specific flow (volume) and strength (chemical

characteristics) of their wastewater discharge, rather than being charged a generalized rate based on usage

by all commercial users.

On September 28, 2015 at 6:00 p.m. at the MRWPCA administration office at 5 Harris Court, Building D,

Monterey, MRWPCA’s Board of Directors will hold a public hearing regarding its wastewater user fees

for Special Users. The rate formulas under consideration are available on the MRWPCA web site at

www._____________________.

Wastewater user fee rates have been calculated by MRWPCA to fund anticipated costs of providing

wastewater services, including costs associated with operation and maintenance (including labor, utilities,

supplies and materials), capital expenditures for infrastructure, debt service payments on bonds and other

debt, and adequate reserves for meeting capital and operational needs. User fee revenues cannot be used

for any other purpose.

For additional information regarding the increase call MRWPCA Customer Service Department at (831)

372-2385, (831) 449-6366 or (831) 722-9288.

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NOTICE OF PUBLIC HEARING

The Monterey Regional Water Pollution Control Agency (MRWPCA) provides wastewater (sewage)

treatment services to commercial and residential customers throughout its service area. Certain

commercial wastewater customers are categorized by MRWPCA as “Special Users.” Wastewater user

fees for Special Users are calculated based on the specific flow (volume) and strength (chemical

characteristics) of their wastewater discharge, rather than being charged a generalized rate based on usage

by all commercial users. Our records indicate that your enterprise is classified as a Special User and has

been (and will continue to be) subject to the Special User rates.

On September 28, 2015 at 6:00 p.m. at the MRWPCA administration office at 5 Harris Court, Building D,

Monterey, MRWPCA’s Board of Directors will hold a public hearing regarding its wastewater user fees

for Special Users. A table of the formulas for these rates being considered are included with this notice.

A copy of the Agency’s fee schedule is attached as Exhibit A.

Wastewater user fee rates have been calculated by MRWPCA to fund anticipated costs of providing

wastewater services, including costs associated with operation and maintenance (including labor, utilities,

supplies and materials), capital expenditures for infrastructure, debt service payments on bonds and other

debt, and adequate reserves for meeting capital and operational needs. User fee revenues cannot be used

for any other purpose.

Protests regarding the proposed rate increase may be submitted in writing to the address listed above no

later than the close of the public input period of the September 28, 2015 public hearing. Protests must

contain a description that is sufficient to identify a property (such as parcel number or street address),

must identify the owner(s) of the property or properties for which the protest is entered, and be signed by

the property owner(s) or by the tenant directly responsible for payment of the fees subject to the proposed

increase. Only one protest may be filed per parcel or service address.

For additional information regarding the increase call MRWPCA Customer Service Department at (831)

372-2385, (831) 449-6366 or (831) 722-9288.

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Special User’s Rate Table

RATES CONSIDERED AT HEARING

SPECIAL USER FORMULA, THROUGH JUNE 30, 2016

K = (666,000.00 x V) + (789.00 x V x B) + (326.00 x V x S) + 2.75

SPECIAL USER FORMULA, EFFECTIVE JULY 1, 2016

K = (687,000.00 x V) + (815.00 x V x B) + (337.00 x V x S) + 2.84

Where:

K = Annual User Charge for Each User

V = Average Daily Sewage Flow in Million Gallons per Day (MGD)

B = Average Sewage Biochemical Oxygen Demand (BOD) Concentration in mg/l

S = Average Sewage Suspended Solids (SS) Concentration in mg/l

INCLUDED FOR REFERECE PURPOSES

SPECIAL USER FORMULA, Fiscal Year 2014/15

K = (644,000.00x V) + (763.00 x V x B) + (315.00 x V x S) + 2.66

SPECIAL USER FORMULA, Fiscal Year 2013/14

K = (605,304.44 x V) + (735.18 x V x B) + (282.28 x V x S) + 6.18

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User Category Average Flow, BOD, SS and Charges

Sect

ion

1

Ref

eren

ce

Use

r C

ate

gor

y

DESCRIPTION GPD AVG

FLOW BOD SS

Monthly

Rate Per

Unit

2014/15

Monthly

Rate Per

Unit

2015/16

Monthly

Rate Per

Unit

2016/17

UNIT

A. 001 Business/Government 146 150 150 $10.05 $10.40 $10.75 Location/each business

B. 102,

105,

107,

109

Residential 189 265 265 $14.85 $15.35 $15.85 Each living unit

C. 102 Transient Occupancy

Residential

189 265 265 $14.85 $15.35 $15.85 Each living unit

D. 221 Hotel/Motel 82 310 120 $6.30 $6.50 $6.70 Each room

E. 222 Bed & Breakfast Inn 54 310 120 $4.15 $4.30 $4.45 Each room

F. 231 Supermarket 797 800 800 $100.00 $104.00 $107.00 Location

G. 241 Medical Office 195 130 80 $12.85 $13.30 $13.75 Each licensed physician

H. 242 Dental Office 269 130 80 $17.60 $18.20 $18.80 Each licensed dentist

I. 243 Rest Home/Convalescent 54 250 100 $3.90 $4.05 $4.20 Each bed of licensed capacity

J. 244 General Hospital 320 250 100 $23.15 $23.95 $24.70 Each bed of licensed capacity

K. 245 Animal Hospital 365 250 100 $26.70 $27.65 $28.55 Location/each business

L. 261 Restaurant–One Meal 7 1,000 600 $.95 $.1.00 $.1.05 Each restaurant seat

262 Restaurant–Two Meals 11 1,000 600 $1.45 $1.50 $1.55 Each restaurant seat

263 Restaurant–Three Meals 21 1,000 600 $2.80 $2.90 $3.00 Each restaurant seat

M. 264 Restaurant w/Bar 21 1,000 600 $2.80 $2.90 $3.00 Each restaurant seat

N. 265 Bar 317 200 200 $23.05 $23.85 $24.60 Location/each business

O. 266 Nightclub 950 200 200 $68.40 $70.80 $73.05 Location/each business

P. 267 Takeout Food–Small 354 500 300 $33.40 $34.55 $35.65 Location/each business

268 Takeout Food–Medium 871 500 300 $81.65 $84.50 $87.20 Location/each business

269 Takeout Food–Large 1,588 500 300 $149.00 $154.00 $159.00 Location/each business

Q. 270 Bakery 287 1,000 600 $38.55 $39.90 $41.20 Location/each business

R. 281 Theater 471 150 150 $31.70 $32.80 $33.85 Per screen at each location

S. 282 Bowling Center 1,433 150 150 $97.00 $100.00 $103.00 Location/each business

T. 290 Mortuary 387 800 800 $48.95 $50.65 $52.25 Location/each business

U. 291 School (Minimum) 146 150 150 $10.05 $10.40 $10.75 Each business

292 School (0-6) 2 130 100 $0.13 $0.13 $0.13 School population

293 School (7-College) 4 130 100 $0.26 $0.27 $0.28 School population

294 Boarding School 40 233 165 $3.05 $3.15 $3.25 School population

V. 331 Service Station/Repair 140 180 280 $10.50 $10.85 $11.20 Location/each business

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Exhibit A Page 1 of 2

Sect

ion

1

Ref

eren

ce

Use

r C

ate

gor

y DESCRIPTION

GPD AVG

FLOW BOD SS

Monthly

Rate Per

Unit

2014/15

Monthly

Rate Per

Unit

2015/16

Monthly

Rate Per

Unit

2016/17

UNIT

W. 353 Dry Cleaners 483 150 150 $32.80 $33.95 $35.05 Location/each business

X. 354 Laundromats 127 150 110 $8.40 $8.70 $9.00 Each washing machine

Y. 351 Laundry: Industrial Usage Sample Sample Based on “Special User Formula”*

352 Commercial Usage 450 240 Based on “Special User Formula”*

Z. 366 Car Wash Usage 20 150 Based on “Special User Formula”*

AA. 361 Major Hotel Usage 500 600 Based on “Special User Formula”*

BB. 367 Truck Wash Usage 180 270 Based on “Special User Formula”*

401 Misc. Special User Usage Sample Sample Based on “Special User Formula”*

402 Plastics Usage Sample Sample Based on “Special User Formula”*

403 Chemicals Usage Sample Sample Based on “Special User Formula”*

404 Etching Usage Sample Sample Based on “Special User Formula”*

405 Water Softener Usage Sample Sample Based on “Special User Formula”*

406 Food Processing Usage Sample Sample Based on “Special User Formula”*

407 Rec/Sports Center Usage 150 150 Based on “Special User Formula”*

408 Inedible Render Usage Sample Sample Based on “Special User Formula”*

409 Electronics Usage Sample Sample Based on “Special User Formula”*

410 Groundwater Usage Sample Sample Based on “Special User Formula”*

416 Mobile Washers 34 20 150 $25 per year

CC. 101 Vacant Residence --- --- --- $8.55 $8.85 $9.15 Each living unit

211 Vacant Business --- --- --- $7.40 $7.65 $7.90 Each location/each business

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Exhibit A Page 2 of 2





AGENDA ITEM: 7 – C

AGENDA TITLE: CONSIDER BOARD POLICY FOR PUBLIC RECORDS ACT

REQUESTS AND A BOARD POLICY RELATED TO

BROWN ACT COMPLIANCE FOR BOARD MEETINGS

AND BOARD AGENDAS


CONTACT: PAUL SCIUTO, GENERAL MANAGER

Phone: 372-3367 of 422-1001

DEPARTMENT SUMMARY AND REQUESTED BOARD ACTION: At the July 10 Budget/Personnel Committee, staff was encouraged to prepare an application to the Special District Leadership Foundation for the District Transparency Certificate of Excellence. This program offers the opportunity to showcase efforts in transparency for operations and governance of special districts to the public and constituents. While the Agency is in compliance with most of the suggested guidelines for the certification, there are several areas where a specific policy should be in place. Staff requests adoption by the Board of a policy related to handling public records act requests. Additionally, staff is submitting policies to regulate Agency public meetings and procedures for agenda preparation. With assistance from Legal Counsel, these policies are being present to the Board for consideration and acceptance.

MANAGER

RECOMMENDATION: Adopt the Board Policies in compliance with the Ralph M. Brown

Act and the California Public Records Act.

ATTACHMENTS: 1. Board Policy - Meetings

2. Board Policy – Agendas, Notices and Public Participation

3. Board Policy – Closed Session

4. Board Policy – Public Records Act Policy and Procedures

RECOMMENDED

MOTION: Consider and adopt the Board Policies as listed.

BOARD POLICY - Meetings

July 27, 2015 Ralph M. Brown Act Compliance

MEETING DEFINITION The Brown Act defines a meeting as: “… any congregation of a majority of the members of a legislative body at the same time and place to hear, discuss, or deliberate upon any item that is within the subject matter jurisdiction of the legislative body or the local agency to which it pertains.” The term meeting is not limited to gatherings at which action is taken, but includes deliberative gatherings as well.

BROWN ACT MEETINGS There are four types of gatherings included in the Brown Act and defined as “meetings”:

Regular Meetings – meetings occurring at the dates, times, and location set by resolution, ordinance or other formal action by the legislative body and are subject to 72-hour posting requirements. MRWPCA’s regular meetings are held on the last Monday of each month (except December and if last Monday is a holiday) at 6:00 pm located at MRWPCA Administrative offices at 5 Harris Court, Building D, Monterey, CA 93940.

Special Meetings – meetings called by the presiding officer or majority of the Board to discuss only discrete items on the agenda under the Brown Act’s notice requirements for special meetings.

Emergency Meetings – held when prompt action is needed due to actual or threatened disruption of public facilities and are held on little notice.

Adjourned Meetings – regular or special meetings that have been adjourned or re-adjourned to a time and place specified in the order of adjournment, with no agenda required for regular meetings adjourned for less than five calendar days as long as no additional business is transacted.

EXCEPTIONS TO THE MEETING DEFINITION

Individual Contacts – The Brown Act does not limit a Board member acting on his or her own. This exception recognizes the right to confer with constituents, advocates, consultants, news reports, local agency staff or a colleague.

Standing Committees – allows a Board majority at an open and noticed meeting of a standing committee of the Agency provided that the Board members who are not members of the standing committee attend only as observers.

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Conferences – allows a Board majority to attend a conference or similar gathering open to the public that addresses issues of general interest to the public or to the Agency. In this situation, as well as the three following listed exceptions, a majority of members cannot discuss among themselves business of a specific nature that is within the Agency’s jurisdiction.

Community meetings – allows a Board majority to attend an open and publicized meeting held by another organization to address a topic of local community concern.

Other Legislative Bodies – allows a Board majority to attend an open and publicized meeting of another local agency.

Social or Ceremonial Events – allows a majority of the Board to attend a purely social or ceremonial occasion.

COLLECTIVE BRIEFINGS A majority of the Board may not meet together with staff in advance of a meeting for a collective briefing.

RETREATS OR WORKSHOPS A retreat or workshop held by the Agency is covered under the Brown Act and must follow all meeting notice and agenda requirements.

SERIAL MEETINGS The Brown Act is violated if several one-on-one meetings or conferences lead to a discussion, deliberation or action by a majority of the Board.

A unilateral written communication to the Board, such as an informational or advisory memorandum, does not violate the Brown Act. Such a memo may be a public record.

Particular care must be exercised when utilizing email communication because of the ease of using the “reply to all” button that may inadvertently result in a Brown Act violation.

INFORMAL GATHERINGS Informal gatherings at which local agency business is discussed or transacted violate the Brown Act if not conducted in conformance with the law.

TECHNOLOGICAL CONFERENCING The Brown Act allows the Board to use any type of teleconferencing to meet, receive public comment and testimony, deliberate, or conduct a closed session.

Teleconferencing may be used for all purposes during any meeting.

At a minimum, a quorum of the Board must participate from locations within the Agency’s jurisdiction.

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Additional teleconference locations must be made availabl e for the public.

Each teleconference location must be specifically identified in the notice and agenda of the meeting, including a full address and room number, as applicable.

Agendas must be posted at each teleconference locations, even if a hotel room or a residence.

Each teleconference location must be accessible to the public and have technology, such as a speakerphone, to enable the public to participate.

The agenda must provide the opportunity for the public to address the legislative body directly at each teleconference locations.

All votes must be by roll call.

LOCATION OF MEETINGS The Brown Act generally requires all regular and special meetings to be held within the boundaries of the Agency.

It may be held outside of Agency boundaries if the meeting purpose is one of the following:

Comply with state or federal law or a court order for a judicial conference or administrative proceeding in which the Agency is a party.

Inspect real or personal property which cannot be conveniently brought into the Agency’s territory.

Participate in multiagency meetings or discussions; however, such meetings must be held within the boundaries of one of the participating agencies, and all agencies must give proper notice.

Meet with elected or appointed federal or California officials when a local meeting would be impractical

Visit the office of legal counsel for a closed session on pending litigation, when to do so would reduce legal fees or costs.

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BOARD POLICY – Agenda, Notices and Public Participation


The General Manager, in cooperation with the Agency Board Chair, shall prepare an agenda for each Regular and Special meeting of the Board in accordance with the Ralph M. Brown Act. Any Director may request any item to be placed on the agenda by bringing it to the full Board for consensus on its addition to the next agenda. Any member of the public may request that a matter directly related to Agency business be placed on the agenda of a regularly scheduled Board meeting, subject to the following conditions:

1. The request must be in writing and be submitted to the General Manager, together with supporting documents and information, if any, at least fourteen business days prior to the date of the meeting.

2. The General Manager shall be the sole judge of whether the public request is or is not a “matter directly related to Agency business.” The public member requesting the agenda item who has been denied inclusion on the agenda may appeal the General Manager’s decision at the next Regular Board meeting.

3. The Board may place limitations on the total time to be devoted to a public request issue at any meeting, and may limit the time allowed for any one person to speak on the issue at the meeting. The Agency allows three minutes for each member of the public and posts that limitation on each agenda.

This policy does not prevent the Board from receiving public comments at Regular meetings of the Board on matters which are not on the agenda that a member of the public may wish to bring before the Board. The Board shall not discuss or take action on such matters at that meeting, other than providing brief general directions to staff regarding the matter, if appropriate.

The General Manager shall determine the order in which agenda items shall be considered for discussion and/or action by the Board, subject to re-ordering of the agenda by the Board at the meeting. AGENDAS FOR REGULAR MEETINGS

Every regular meeting – including advisory committees, commissions, or boards, as well as standing committees – must be preceded by a posted agenda that advises the public of the meeting and the matters to be transacted or discussed.

An agenda must be posted at least 72 hours before the regular meeting in a location “freely accessible to members of the public.”

Solely posting on the Agency’s web site is inadequate since there is no universal access to the internet.

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The agenda must state the meeting time and place and must contain a brief general description of each item to be transacted or discussed.

MRWPCA regular meetings are held on the last Monday of each calendar month (except December and if last Monday is a holiday) at 6:00 p.m. in the Agency Boardroom, located at 5 Harris Court, Building D, Monterey, CA 93940.

MAILED AGENDA UPON WRITTEN REQUEST

The Agency must mail a copy of the agenda or, if requested, the entire packet, to any person who has filed a written request.

If requested, materials must be made available in appropriate alternative formats to persons with disabilities.

A request for notice is valid for one calendar year and renewal requests must be filed January 1 of each year.

The Agency may establish a fee to recover the cost of providing agenda and/or packet.

NOTICE REQUIREMENTS FOR SPECIAL MEETINGS

Notice of a special meeting must be delivered at least 24 hours before the meeting.

A special meeting may be called by the Board President or by a majority of the Board.

There are not express agenda requirement for special meetings, but the notice of the special meeting serves as the agenda and limits the business that may be transacted or discussed.

Notice must state the time and place of the meeting, as well as all business to be transacted or discussed.

NOTICES AND AGENDAS FOR ADJOURNED AND CONTINUED MEETING AND HEARINGS

A regular or special meeting can be adjourned and re-adjourned to a time and place specified in the order of adjournment. If no time is stated, the meeting is continued to the hour for regular meetings.

Whoever is present (even if they are less than a quorum) may so adjourn a meeting. If no member of the legislative body is present, the clerk or secretary may adjourn the meeting.

If the meeting is adjourned for less than five calendar days, no new agenda need be posted so long as a new item of business is not introduced.

A copy of the Order of Adjournment must be posted within 24 hours after the adjournment where the meeting was held.

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NOTICE REQUIREMENTS FOR EMERGENCY MEETINGS

Special meeting notice provisions apply to emergency meetings, except for the 24-hour notice.

News media that have requested written notice of special meetings must be notified by telephone at least one hour in advance of an emergency meeting.

In the event telephones are not functioning, the notice requirement of one hour is waived, but the Agency shall notify newspapers and any others who have requested notice as soon after the meeting as possible. The Agency will make every effort to utilize alternative methods in the event the telephones are not functioning (i.e. email).

NOTICE REQUIREMENTS FOR TAX OR ASSESSMENT MEETINGS AND HEARINGS

At least one public meeting must be held to allow public testimony on a tax or assessment.

There must also be at least 45 days’ notice of a public hearing at which public testimony may be given before the legislative body acts.

STANDING COMMITTEE MEETINGS

The meetings of standing committees are subject to the notice and open meeting provision of the Brown Act.

NON-AGENDA ITEMS

There are three specific situations where the Board can act on an item not on the agenda:

o When a majority decides there is an “emergency situation”

o When two thirds of the members present determine there is a need for immediate action and the need to take action came to the attention of the local agency subsequent to the agenda being posted.

o An item appeared on the agenda of, and was continued from, a meeting held not more than five days earlier.

RESPONDING TO THE PUBLIC

The legislative body generally cannot act on or discuss an item not on the agenda.

Members of the board or staff are allowed to briefly respond to comments or questions from members of the public, provide a reference to staff, or direct staff to place the issue on a future agenda.

THE RIGHT TO ATTEND AND OBSERVE MEETINGS

Members of the public cannot be required to register their names, provide other information, complete a questionnaire, or fulfill any other condition precedent to attending a meeting.

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While a meeting may use teleconferencing, the public must be given notice of and access to the teleconference location. Members of the public must be able to address the legislative body from the teleconference location.

RECORDS AND RECORDINGS

The public has the right to review agendas and other writings distributed by any person to a majority of the Board in connection with a matter subject to discussion or consideration at a meeting.

Any tape or film record of an open and public meeting is subject to the Public Records Act; however, it may be erased or destroyed 30 days after the taping or recording.

The public is allowed to use audio or video recorders at a meeting absent a reasonable finding that they would cause a disruption of the proceedings.

THE PUBLIC’S PLACE ON THE AGENDA

Every agenda for a regular meeting must allow members of the public to speak on any item of interest, so long as the item is within the subject matter jurisdiction of the Agency.

The Agency does not prohibit public criticism of its policies, procedures, programs or services.

The Agency has adopted a time limit of three (3) minutes for each public comment. However it reserves the right to modify its regulations regarding time limits on public comment

Notices and agendas of the Agency will give members of the public notice of the opportunity to speak before or during consideration of an item on the agenda.

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BOARD POLICY – Closed Session


The most common purpose of a closed session is to avoid revealing confidential informa-tion that may, in specified circumstances, prejudice the legal or negotiating position of the agency or compromise the privacy interests of employees. Closed sessions should be conducted keeping those narrow purposes in mind. The Agency will always consult with its legal counsel prior to placing a closed session item on its agenda in order to ensure compliance with the Brown Act. AGENDAS AND REPORTS

Closed session items will be briefly described on the posted agenda and will state the specific statutory

LITIGATION

A closed session can be held by the Board to confer with, or receive advice from, legal counsel when open discussion would prejudice the position of the Agency in litigation in which it is a party.

The litigation exception under the Brown Act is narrowly construed and does not permit activities beyond a legislative body’s conferring with its own legal counsel.

Types of Litigation that may be discussed in closed session includes:

Existing Litigation – includes any adjudicatory proceedings before a court, administrative body exercising its adjudicatory authority, hearing officer, or arbitrator.

Threatened Litigation against the Agency – allows legal counsel to inform the Board of specific facts and circumstances that suggest the Agency has significant exposure to litigation.

Initiation of Litigation by the Agency – the Agency seeks legal advice on whether to protect the Agency’s rights and interests by initiating litigation.

REAL ESTATE NEGOTIATIONS

The Board may meet in closed session with its negotiator to discuss the purchase, sale, exchange, or lease of real property by the Agency.

Real estate negotiations must limit discussion to price and terms of payment.

PUBLIC EMPLOYMENT

Closed session is authorized “to consider the appointment, employment, evaluation of performance, discipline, or dismissal of a public employee or to hear complaints or charges brought against the employee.”

The discussion must be limited to a specific individual and not general personnel policies.

The Board must possess the power to appoint, evaluate, or dismiss the employee to hold a closed session under this exception.

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An employee must be given at least 24 hours’ notice of any closed session convened to hear specific complaints or charges against him/her. An employee is not entitled to notice and a hearing where the purpose of the closed session is a performance evaluation.

LABOR NEGOTIATIONS

The Agency Board may meet in closed session to instruct its bargaining representatives on employee salaries and fringe benefits.

GRAND JURY TESTIMONY

The Board, including its members as individuals, may testify in private before a grand jury, either individually or as a group.

Attendance of the entire Board before a grand jury does not constitute a closed session under the Brown Act.

PUBLIC SECURITY

The Board may meet in closed session to discuss matters posing a threat to the security of public buildings, essential public services, or to the public’s right of access to public services or facilities over which the Board has jurisdiction.

Closed session meetings for this purpose must be held with designated security or law enforcement officials.

CONFIDENTIALITY OF CLOSED SESSION DISCUSSIONS

The Brown Act prohibits the disclosure of confidential information acquired in a closed session by any person present.

Only the Board, acting as a body may agree to divulge confidential closed session information.

The Brown Act exempts from its prohibition against disclosure of closed session communications disclosure of closed session information to the Agency attorney or the grand jury due to a perceived violation of law, expressions of opinion concerning the propriety or legality of actions taken in closed session, including disclosure of the nature and extent of the illegal action, and disclosing information that is not confidential.

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BOARD POLICY – Public Records Act Policy and Procedures

July 27, 2015 California Public Records Act (CPRA)

I. Purpose

In accordance with Article I, Section 3 of the California State Constitution, the Monterey Regional Water Pollution Control Agency (MRWPCA) makes public records available to the public upon request. MRWPCA has established the following guidelines to ensure that members of the public fully understand and are afforded the opportunity to use their constitutional right to review and obtain copies of public records.

II. Definition

Government Code Section 6252(e) "Public records" includes any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.

III. Procedure

Request for Copies Requests to review or receive a copy of a public record should be directed to the MRWPCA Executive Assistant/Board Clerk (to be reviewed by Agency Counsel, if necessary). Except with respect to public records exempt from public disclosure by express provisions of the law, MRWPCA staff will respond to public records requests at the earliest opportunity; but in the event a response is going to take longer than 10 days, the requesting party must be notified, in writing, within 10 days of receipt of the original request, of the approximate amount of time required to provide the information requested. Public records shall be made available to any person upon payment of fees covering direct costs of duplication (see Section IV.). A written request is not required to review or obtain a copy of a public record, but if provided will enable MRWPCA staff to more readily accommodate the request, especially if it is complex. The request should include a telephone number or other contact reference where the person requesting the record can be reached in the event the request needs clarification. The MRWPCA will make every effort to assist the requestor in identifying records and information that are responsive to the request or to the purpose of the request. Written requests should be addressed to: Monterey Regional Water Pollution Control Agency, Executive Assistant/ Board Clerk, 5 Harris Court, Building D, Monterey, CA 93940 or faxed to (831) 372-6178.

Request to Review Records It is the policy of MRWPCA that public records shall be available for review with the least possible delay and expense to the requesting party. However, the review of public records is subject to a rule of reason as to time and duration and must be consistent with the efficient functioning of our offices. Any person who wishes to review public records is requested to telephone MRWPCA Executive

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Assistant/Board Clerk in advance and make an appointment to review the records. MRWPCA staff will be available to assist the requestor during the appointed review time. The requestor will be provided with the records and a workspace. MRWPCA staff will ensure that no records are removed or altered. If the requestor asks for copies of certain records, MRWPCA Executive Assistant/Board Clerk will arrange for the copies to be made and notify the requestor of the cost prior to duplication. Public records are open to review during MRWPCA office hours: 8:00 a.m. – 5:00 p.m., Monday through Friday, except Agency holidays.

Failure to make an appointment in advance may result in a delay, due to staff availability and the time required to locate the requested records.

IV. Fees There is no charge to access public records for review; however, a request for a copy of an identifiable public record or information produced therefrom must be accompanied by payment of fees to cover the direct costs of duplication.

Photocopies: There is no charge for copies totaling less than 10 pages. For 10 or more pages, the photocopying fee is $.10 per standard reproduced one-sided page and $.20 per standard reproduced double-sided page. Any request requiring duplication of more than 25 pages may be based on actual costs incurred by MRWPCA in sending records to an outside photocopy service for duplication. All photocopies will be double-sided unless the original is in a bound format.

Electronic Copies: If the records are contained in a form other than hard copies, i.e., computer CD, diskette, cassette or videotape, duplication costs will be based on actual costs.

V. Records exempt from public disclosure In balancing the public’s right to access public records with the recognized individual right of privacy and the need for public agencies to be able to competently perform their duties, the Legislature has established certain categories of records that may be exempt from public disclosure.

A complete list of statutory exemptions is found in the California Public Records Act, Government Code Section 6254 and 6275 et seq. Some that are relevant to MRWPCA records include:

i. Preliminary drafts, notes, or inter-agency/intra-agency memoranda that are not retained by the MRWPCA in the ordinary course of business, provided that the public interest in withholding such records clearly outweighs the public interest in disclosure;

ii. Records pertaining to pending litigation to which MRWPCA is a party, or to claims made pursuant to Government Code Division 3.6 (commencing with Section 810) until such litigation or claim has been finally adjudicated or otherwise settled;

iii. Personnel, medical, or similar files, the disclosure of which would constitute an unwarranted invasion of personal privacy;

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iv. Geological data, plant production data and similar information relating to utility systems development, that are obtained in confidence from any person;

v. Information regarding individual services that, if released, would violate customer privacy (e.g. location of service, usage history, payment records, etc.);

vi. Test questions, scoring keys, and other examination data used to administer a licensing examination for employment or academic examination;

vii. The contents of real estate appraisals or engineering or feasibility estimates and evaluations made for or by the state or local agency relative to the acquisition of property, or to prospective public supply and construction contracts, until all of the property has been acquired or all of the contract agreement obtained. However, the law of eminent domain shall not be affected by this provision;

viii. Records, the disclosure of which is exempted or prohibited pursuant to provisions of federal or state law, including, but not limited to, provisions of the Evidence Code relating to privilege;

ix. Proprietary software programs developed specifically for MRWPCA or water system design information (e.g. Geographic Information Systems, computer models, engineering documents, location of water facilities, etc.) which could be used to breach water system security, or altered to misrepresent information, or utilized for profit will not be released without the prior authorization of Agency Legal Counsel and execution of a license agreement or similar document certifying the reason for the release of this information to the requestor and restrictions on the requestor’s use of the information. In some cases, the Agency is prohibited by licensing agreements from providing copies of proprietary software.

In addition, the Act also bestows a local agency (MRWPCA) with the discretion to claim an exemption from public disclosure for records, that do not qualify for a specific exemption under the California Public Records Act, if it is determined by MRWPCA that the public interest served by not making the record public clearly outweighs the public interest served by disclosure, pursuant to Government Code Section 6255. Any notification of denial of any request for records will include the names and titles or positions of each person responsible for the denial. While MRWPCA will disclose identifiable and existing records, MRWPCA is not required to synthesize, manufacture, or summarize records, i.e., develop new records in response to a request. In the event there is a question as to whether records are exempt from disclosure, MRWPCA shall, within 10 days from receipt of the request, determine whether the request, in whole or in part, seeks copies of discloseable public records in the

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possession of MRWPCA and shall promptly notify the requestor of the determination and the reasons therefore. In unusual circumstances, the time limit prescribed in this section may be extended by written notice by the General Manager of MRWPCA or his/her designee to the person making the request, setting forth the reasons for the extension and the date a determination is expected. No notice shall specify a date resulting in an extension of more than 14 days. In addition, if there is a large amount of material to compile, or there is a question regarding the status of the requested records, the requestor will be notified by MRWPCA staff of the approximate time frame involved in filling the request. (“Unusual circumstances” as used in this section is defined in the California Public Records Act, Government Code Section 6253 et seq.).

VI. Process to challenge the Agency's determination not to disclose certain records The California Public Records Act, Government Code Section 6258, provides that any person may seek injunctive or declarative relief in any court of competent jurisdiction to enforce the right to inspect or to receive a copy of any public record. Prior to seeking an injunction, the party seeking the public record may appeal the decision of the General Manager to the Board of Directors, but is not required to do so.

VII. Procedure for lending reports and other materials

Reports and studies received by MRWPCA's Board of Directors can be checked out with a refundable cash deposit in an amount equivalent to the duplication cost of the report or study, provided there are multiple copies available. The report or study must be returned in the same condition within two weeks from the date that it is checked out. If the report is not returned or it is damaged or defaced, the requestor will forfeit the deposit. If only the Permanent File Copy of the report or study remains, a requestor may review the Permanent File Copy at the MRWPCA office or may request that a copy be made. The charge for copying will be based on actual costs incurred by MRWPCA to duplicate the report in its entirety.

Other materials such as videos or DVD's may be checked out on the same basis described above; however, duplication of some materials may not be possible.

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AGENDA TITLE: RECLAMATION PROJECT STATUS SUMMARY

Consent ( ) Action ( ) Informational ( X )


Phone: 372-3367 OR 422-1001


See attached Reclamation Project Highlights and Graphs. The Reclamation Project

Status Summary will be updated and presented at the next Regular Board meeting,

August 31, 2015.

ATTACHMENTS: 1. Water Quality & Operations Committee Minutes for June 25, 2015 and Meeting Agenda for July 30, 2015 at 10:00 am.

2. Reclamation Highlights for June and Graphs: (1) Recycled, Well and River Water Deliveries; (2) MCWRP Treatment Plant Performance – Recycled Water Flow to Pond; (3) Total Dissolved Solids; (4) Chloride; (5) Sodium; (6) SAR; and (7) Recycled Water Deliveries and Long-Term Demand.

3. Water Recycling Tours and Presentations for June 20, 2015 to July 21, 2015

RECOMMENDED

MOTION:

None required.

U:\Board Clerk\Board Agendas\Reclamation\2015\June\Reclamation Xmtl 6-29-2015.doc

MONTEREY COUNTY WATER RECYCLING PROJECTS

WATER QUALITY AND OPERATIONS COMMITTEE MEETING MINUTES The MCWRP Water Quality and Operations Committee (WQ&Ops) met on Thursday, June 25, 2015. The meeting was held at the MRWPCA Treatment Facility and Water Recycling Project in Marina.

Committee Members Present: Non-Committee Members Present: Dale Huss Doug Scattini Mark Foxworthy for David Chardavoyne Mark Malanka for Keith Israel John Baillie

Patrice Parsons David Hart Bill Cronin Ed Mora Emily Paddock Bill Franks James Dix Bret Boatman

Committee Members Absent: Steve Rodoni Kevin Healy John Ramirez

1. CALL TO ORDER Mr. Huss called the meeting to order at 10:07 a.m.

2. ROLL CALL

Roll was taken, and as shown above a quorum was present.

3. PUBLIC COMMENT - Mr. Huss said that while measuring dam releases is South County, WRA discovered nine non-

permitted wells. Mr. Huss wondered about jurisdiction and if any real enforcement mechanism was in place for installing wells with a permit. It was mentioned that MCEHD is responsible for permitting; who is responsible for enforcement was not clear to anyone present.

- Mr. Scattini mentioned an increased need to be on top of any necessary river maintenance this

year, in light of a potential El Nino winter. - Mr. Baillie said that the Board of Directors has requested dam releases of 250-300 cfs for the

next 90 days. Also, San Luis Obispo is taking an additional 15,000 AF. He thought that the dams could be as low as 60,000 AF by the end of the year (down from 86,000 AF). A discussion ensued on the dam releases and water levels, and on the costs/benefit distribution among the different zones funding the SVWP.

- Mr. Kouretas said that although Mr. Healy was not present, he had requested that salinity levels in the delivered water be discussed. Mr. Healy informed Mr. Kouretas last week that he’d received calls from berry growers noting an increase in water salinity. Mr. Huss asked that this topic be added to next month’s agenda.

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- Mr. Huss noted that MRWPCA General Manager, Keith Israel retired just last week, and wanted to recognize Mr. Israel’s contributions and longtime involvement with the Committee.

4. ACTION ITEMS

A. Approve Minutes of the May 21st WQ&Ops meeting – Kouretas COMMITTEE ACTION: On a motion by Mr. Baillie, seconded by Mr. Scattini, the Committee approved the minutes of the May 21st Meeting.

5. INFORMATION ITEMS

A. Receive MCWRP Updates 1. SVRP Operations – Dix

Mr. Dix provided the monthly SVRP update. He said that additional flows from the Salinas Industrial Ponds flows have added approximately 3 additional million-gallons/day to RTP’s influent (and thereby the delivered recycled water). He noted however, that demand has been down approximately 1.6 million-gallons/day. Mr. Huss attributed that primarily to lower temperature compared to this time last year. Mr. Dix then presented recycled water agronomic data for June: SAR – 5.5, TDS – 856 mg/L, Chloride – 289 mg/L, and Sodium – 204 mg/L. Mr. Dix said that the flow added from the Salinas Industrial Ponds is responsible for the higher agronomic values.

2. CSIP Operations – Foxworthy/Malanka Mr. Foxworthy said currently New Well #2, Well 10E2, and Well 14A1 are offline. The temporary pipe needed to complete the New Well #2 clean-out pumping is currently being installed; so that work will begin very soon. Similar work on Well 10E2 still has a minor hold-up due to the RWQCB permit, but that should be resolved quickly. Mr. Foxworthy added that a decision in the SRDF design lawsuit should be made by next month. a.) Discuss Water Overuse / Order Delinquency Letter – WRA

Mr. Malanka said that in a situations of extreme and/or repeated water overuse (with respect to water orders), or in the event of an SVRP outage, we need the ability shut-off turn-outs. Currently the Distribution System Operators (DSOs) do not have this authority, or any means for enforcement for that matter. Such authority must come from WRA, but a letter granting it has not yet been drafted. Mr. Hart noted that PCA probably best knows the type of situations such authority should be granted, and the provisions that should be included in the letter. He suggested that Mr. Malanka draw-up a draft letter and give it to WRA for review and editing. Mr. Huss agreed that would be a good approach and asked Mr. Malanka to write-up the draft for next meeting.

b.) Discuss Espinosa Lake Water Quality – PCA/WRA

The Espinosa Late water quality data was presented to the Committee on a PowerPoint chart. Some of the notable values were: The SAR – 7.5, TDS – 1,920 mg/L, Chloride – 666 mg/L, and Sodium – 398 mg/L. All agreed that this could not be a potential viable supplemental water source.

c.) Discuss Overspray / Run-off from CSIP Irrigation – Malanka Mr. Malanka explained that PCA management received a call recently about overspray and run-off of irrigation water from CSIP fields. There was concern on the caller’s part that with

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the five-party water rights negotiations, and the heightened awareness about the water sources involved, that overspray/run-off of recycled water from CSIP fields looks bad, particularly at this time. Mr. Malanka instructed the DSOs to advise the grower to consider deflectors and to try to minimize overspray and run-off.

3. SRDF/CSIP/SVRP Financial Update – Paladini Ms. Paladini was not present. Mr. Huss asked about the recent cost increases, noting that growers still have not been given a reasonable explanation as to why SRDF water delivery/service charges should be increased from $20 to $73. Mr. Foxworthy said that there are several factors, including deferred maintenance, that contribute to the need for the increase. Mr. Huss expressed disagreement with the information previously presented intending to illustrate the real cost of project (CSIP/SVRP/SRDF) water. He requested that a detailed explanation justifying these cost increases be provided next meeting. He asked Mr. Hart at which Board meeting this increase in water delivery charges was approved. Mr. Hart said he did not remember. Mr. Huss also asked about the status of the planned Cost Allocation Committee. Mr. Hart said that Mr. Chardavoyne may be able to provide information on that.

B. Receive Health Department Update – Sandoval

A representative from MCEHD was not present. 6. SET NEXT MEETING

The next Water Quality and Operations Committee Meeting shall be on Thursday, July 30th, 2015 from 10:00 a.m. to 12:00 noon at the Regional Treatment Plant.

7. ADJOURNMENT – The meeting was adjourned at 10:57 am.

MONTEREY COUNTY WATER RECYCLING PROJECTS WATER QUALITY AND OPERATIONS

COMMITTEE MEETING AGENDA

TIME: 10 a.m. – 12 p.m. DATE: Thursday, July 30, 2015 PLACE: MRWPCA Treatment Facility and Water Recycling Project 14811 Del Monte Blvd., Marina, CA 93933 1. CALL TO ORDER 2. ROLL CALL

3. PUBLIC COMMENT – on matters not on the agenda

4. ACTION ITEMS

A. Approve Minutes of the June 25th Meeting – Kouretas 5. INFORMATION ITEMS

A. Receive MCWRP Operations Updates

1. SVRP Operations – Dix

2. CSIP Operations – Foxworthy/Malanka a.) Discussion on Water Quality/Salinity Trends – PCA/Cmte. b.) Discuss Water Overuse / Order Delinquency Letter – Malanka

3. SRDF/CSIP/SVRP Finances

a.) Discuss SRDF Offline Costs, Water Delivery Charges, and Fund Balances – WRA

B. Receive Health Department Update – Flagg

6. SET NEXT MEETING

7. ADJOURNMENT

RECLAMATION PROJECT STATUS SUMMARY

Highlights for June 2015

Salinas Valley Reclamation Project (SVRP)

• Recycled water delivery to the Growers started on February 2, 2015

• Water deliveries for last month:

o Recycled Water – 1,860 acre-feet (64% of Total Demand) o CSIP Well Water – 1,048 acre-feet (36% of Total Demand) o River Water (SRDF) – offline o TOTAL – 2,908 acre-feet to Growers

• Recycled Water Agronomic values for June: o SAR (Sodium Adsorption Ratio) – 5.5 o Sodium – 204 mg/L o Chloride – 289 mg/L o Total Dissolved Solids (TDS) – 856 mg/L

Salinas River Diversion Facility (SRDF)

• SRDF is offline

Recycled, Well, and River Water Deliveries January 2012 through June 30, 2015

0

300

600

900

1200

1500

1800

2100

2400

2700

3000

3300

3600

Jan

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Mar

'12

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'12

July

'12

Sept

'12

Nov'

12

Jan

'13

Mar

'13

May

'13

July

'13

Sept

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Nov

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Jan

'14

Mar

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July

'14

Sept

'14

Nov

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Jan

'15

Mar

'15

May

'15

Recycled Water Well Water River Water

Acre

Fee

t/Mon

th

MCWRP TREATMENT PLANT PERFORMANCE RECYCLED WATER FLOW TO POND

January 2012 – July 19, 2015

0

4

8

12

16

20

24

W/A

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/12

W/A

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3

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6

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W/A

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22

W/A

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4

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4/8

W/A

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3

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5

SVR

P P

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LOW

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(MG

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* WA x/xx: Week of Averages (Monday through Sunday)

2012 2013 2014 2015

TOTAL DISSOLVED SOLIDS (TDS) January 2012 – July 7, 2015

0

200

400

600

800

1000

1200

Jan

'12

Mar

May

Ju

ly

Sep

t

No

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Jan

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t

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Jan

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Jan

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Mar

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TOTA

L D

ISSO

LVED

SO

LID

S (m

g/l)

MWRSA: 842 mg/l

Offl

ine

Offl

ine

Offl

ine

CHLORIDE January 2012 – July 7, 2015

0

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100

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200

250

300

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Mar

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July

Sep

t

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Nov

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July

CH

LOR

IDE

(mg/

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Offl

ine

Offl

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Offl

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SODIUM January 2012 – July 7, 2015

0

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80

120

160

200

240

Jan

'12

Mar

May

Ju

ly

Sep

t

No

v

Jan

'13

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Sep

t

No

v

Jan

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May

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Jan

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Mar

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ly

SOD

IUM

mg/

l

Offl

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Offl

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Sodium Absorption Ratio (SAR) January 2012 – July 7, 2015

0

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2

3

4

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7

Jan

'12

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Ju

ly

Sep

t

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Jan

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ly

SAR

Offl

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Offl

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Offl

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RECYCLED WATER DELIVERIES AND LONG-TERM DEMAND

as of June 30, 2015

0

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2500

Ja

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Projected Recycled Water Demand (Long-Term)

Actual Deliveries

Water Recycling Tours & Presentations From June 20, 2015 – July 22, 2015

Water Recycling Tours & Presentations From June 20, 2015 – July 22, 2015

Date Group Presentation Tour Guide/ Presenter Persons

6/25/15 BA THAN RTP/ SVRP X Jason Sinkler/ Jerry Valladao/ Michelle

Bumgardner 1

6/30/15 MBA TEEN

CONSERVATION GROUP

RTP/ SVRP X Michelle Bumgardner 80

7/9/15 MPRWA (Water Authority)

Pure Water Monterey Paul Sciuto 15

7/9/15 HARTNELL

ENGINEERING PROGRAM

RTP/ SVRP X Michelle Bumgardner 18

7/10/15 Monterey City Council

Pure Water Monterey Paul Sciuto 25

7/22/15 MRWPCA EMPLOYEES RTP/ SVRP X Michelle Bumgardner 4

7/22/15 PUBLIC RTP/ SVRP X Michelle Bumgardner 6





AGENDA ITEM: 8 –B

AGENDA TITLE: STRATEGIC PLANNING GOALS AND OBJECTIVES



Phone: 372-3367 OR 422-1001


The MRWPCA Board and Staff met with the Board Facilitator on Friday, April 24, 2015,

to review the five year Strategic Planning Goals and Internal Board/Staff Tactical Goals.

Mission Statement: “We are dedicated to meeting the wastewater and water

recycling needs for our member agencies, while protecting the environment.”

Vision Statement: “The Monterey Regional Water Pollution Control Agency will

be a model customer service provider for the efficient, innovative utilization of

wastewater.”

Core Values: “The Monterey Regional Water Pollution Control Agency values:

Cost-efficient, consistent and reliable service and business practices;

Open, honest lines of communication between and among Board,

public and staff;

Ethical behavior;

Customer-focused and -centered;

Helpful and timely responses;

Loyalty and dedication.”

It was proposed to focus and report on the 4 Strategic goals monthly with updates on

the Board/Staff tactical goals every 6 months (or as requested).

FINANCIAL IMPACT: ( ) Yes ( X ) No

FUNDING SOURCE: N/A




BUDGET RECAP: N/A

PRIOR BOARD ACTIONS:

N/A

ALTERNATIVES: N/A

COMMITTEE REVIEW AND ACTION:

N/A

MANAGER RECOMMENDATION:

Approval

ATTACHMENTS: 1. Strategic Planning 5-Year Vision Goals

2. Internal Board/Staff Tactical Goals (supplied quarterly)

RECOMMENDED MOTION: None required.

U:\Board Clerk\Board Agendas\Strategic Goals\2015\July\SP GOALS Transmittal 7-27-15.doc

M O N T E R E Y R E G I O N A L W A T E R P O L L U T I O N C O N T R O L A G E N C Y

F IV E - Y EA R V IS I O N G O AL S

M ay 9 , 2014 – M ay 1 , 2019 Mission Statement: We are dedicated to meeting the wastewater and water recycling needs

for our member agencies, while protecting the environment.

Page 1

1. DEVELOP AND IMPLEMENT GWR PROJECT:

WHEN WHO WHAT STATUS

COMMENTS Completed On

Target Revised

Aug 15 GM Approve Source Water MOU with MCWRA, MCWD, City of Salinas, MPWMD and Board of Supervisors X • Initial MOU Completed Oct 2014

• MOU to be extended through June

Nov 2014 GM Complete and approve definitive agreement between above parties Aug 15

2015 • In progress

Dec 2014 GM Complete settlement criteria (including draft water purchase agreement) and testify to CPUC in December Nov

2015 • Updated CPUC schedule Approved on

10/16/2014

Sept 1, 2014 Principal Engineer Launch updated GWR public outreach program April

2015 • Mid-year budget provided funds for

outreach • Coordinate with Draft EIR

Feb 2015 Principal Engineer Identify two new GWR grant opportunities April

2015 • Promising opportunities identified

Ongoing Principal Engineer

Coordinate activities of GWR Project Team to complete tasks on time and on budget X

Monthly Principal Engineer Update GWR activity schedule monthly X

Jan 1, 2017 Principal Engineer Complete Construction of GWR Project by Jan 1, 2017 Late

Fall 2017 • Delayed per CPUC Approval Schedule

Ongoing GM Continue dialogue with source water agreement MOU partners to ensure that terms are understood X

Oct 31, 2014 GM Via Amendment 4 with MCWRA, clarify any water rights issues Sept

2015 • Coordinate with Definitive

Agreement

Nov 30, 2014 DGM Resolve indirect cost issue for SVRP/CSIP Aug 15 2015

• Tied to Completion of Definitive Agreement & FY 2015/16 CSIP Budget

Jan 31, 2015 Legal Counsel For any unresolved issues, initiate dispute resolution/arbitration August

2015

Sep 30, 2015 Principal Engineer Board Certification of the EIR for this project X

Jan 2016 GM/Eng Mgr Assess Needs/Plans of member communities for recycled water Jan

2016 • Tie to goal #2





Page 2

2. UTILIZATION OF ALL WATER RESOURCES:



Target Revised

Oct 15, 2014

GM and Eng Mgr

Hold a Kick-Off meeting with Monterey County, Environmental Health, RWQCB, and local entities to identify candidate areas

June 11, 2015

• Rescheduled to obtain best attendance

Nov 15, 2014 Eng Mgr Develop a Scope of Work and initiate a study that

would outline the cost to bring in smaller areas Sept 2015

April 30, 2015

GM and Eng Mgr

Present results of study to MRWPCA TAC, Board Committee and Board for action Jan

2016

FY 15/16 GM and Eng Mgr Fund for detailed planning/Implementation studies May

2016

June 2015 GM Goals for ZERO Discharge Oct

2015 • Propose per water MOU

discussions

June 2015

GM and Eng Mgr

Consider issues of representation and governance with consolidation of smaller systems Mar

2016 • Propose after completion of study

& TAC input





Page 3

3. STUDY AND IMPLEMENT OPPORTUNITIES FOR SHARED SERVICES:



Target Revised

Ongoing DGM Continue the Gull Abatement Coordination with MRWMD X • Separate contract for Gull

abatement this year

Ongoing DGM Continue the partnership agreement with MPWMD for GWR financing and joint Outreach services X

Sept 30, 2014 GM

Make presentation to Special Districts/ Public Agencies to identify opportunities in cooperation, to share resources, to promote economies of scale and to encourage regional solutions

Apr 23, 2015

Oct 15, 2014 GM and DGM Conduct presentation and outline potential

opportunities to MRWPCA TAC Oct 2015

• Will provide at next MRWPCA TAC meeting

March 31, 2015 GM Report shared services progress to MRWPCA Board Sept

2015 • Awaiting completion of

consultant report

Jan 1, 2016 GM Implement shared services Jan 2016 • Start per implementation plan





Page 4

4. EVALUATE AND PRIORITIZE INFRASTRUCTURE NEEDS TO MEET FUTURE DEMANDS



Target Revised

July 2014 DGM and Eng Mgr

Complete key special projects – Biofloc system, digester mixing system and DAFT thickener, etc. July 2014

• Biofloc system, digester mixing system and DAFT thickener are all complete

Feb 2015 Eng Mgr Provide an update on 10-year CIP June 2015 • Provide at Budget Workshop

Mar 2015 DGM and Eng Mgr

Provide annual review of CIP to the Board: RTP, pump stations, and outfall June

2015 • Ongoing each year at Budget

Workshop

Feb 2015

DGM, Eng Mgr

and Consultant

Develop specific plan for co-gen upgrades and biogas usage Sept

2015

June 2016 DGM and Eng Mgr Initiate Design of co-gen upgrade X

June 2018 Eng Mgr Complete construction of co-gen upgrade X

June 2017 Eng Mgr Waste Water Collection System and Treatment Plant Master Plans and Hydraulic Modeling x

June 2017 Eng Mrg Updated Asset Management Plan x


I N T E R NA L B OA RD / S TAF F TAC T IC AL G O ALS T O E FF E C TIV E LY MA NA G E T H E A G E N CY (Board update every six months)

Page 1

Board/Staff Tactical Goal – A WORK WELL TOGETHER AS A REGIONAL BOARD



Target Revised

Sept 30, 2014

Board Chair and GM

Conduct a survey of Board Members to identify areas for improvement

April 2015 • Complete as part of Strategic

Planning Workshop

Jan 30, 2015

Board Chair and GM

Develop an implementation plan for improving Board “harmony”

April 2015 • Accomplish per discussion at

Strategic Planning Workshop May 2015

Board Chair and GM

Check progress at subsequent strategic planning session X • Ongoing

May 2016

Board Chair and GM

Further progress check at 2016 Strategic Planning Session Dec

2015 • Ongoing

Board/Staff Tactical Goal – B

MAINTAIN PRODUCTIVE RELATIONS WITH OTHER LOCAL WATER AND WASTEWATER AGENCIES


COMMENTS Completed On Target Revised

Oct 30, 2014

Board Chair and GM

Select firm to do a focus group study with key stakeholders to identify opportunities

April 2015

• Ongoing Input from Community • Receive Pure Water Monterey

Public Outreach Input

Ongoing Board Chair and GM

Participate in district and association events with other public agencies X

Ongoing Board Chair and GM

Have ongoing leadership meetings with selected members X

• Suggest Joint Board staff leadership meeting with MRWMD & MPWMD after conclusion of water negotiations

Internal Board/Staff Tactical Goals Revised 6-4-15

Page 2

Board/Staff Tactical Goal – C

ESTABLISH AND KEEP PRODUCTIVE RELATIONS WITH REGIONAL STAKEHOLDER GROUPS



Ongoing AGM Staff participation in internal and external TAC groups X

Ongoing GM and AGM

Update PCA Member Boards/Councils on PCA services and opportunities X • As needed and Per

Board/Council Request

Ongoing AGM

Update Exec Officer of AMBAG, Air District, FORA, Regional Water Board, Ag Groups, etc. on MRWPCA and opportunities for collaboration

X • Per goal #2 & coordinate

with Boards/Staff leadership meetings

Board/Staff Tactical Goal – D

MAINTAIN A HIGHLY CAPABLE AND PROVEN ORGANIZATIONAL TEAM



Dec 2014 GM and

Dir of Admin Svcs

Hire two new skilled management employees – Director of Finance and Director of O&M/Deputy GM to succeed current retiring staff

Dec 2014

• New Deputy GM Started August 25

• CFO Started February 26 • New AGM to start late Aug

Mar 2015 GM and Board Chair Develop succession plan for GM position June

2015 • Suggest new GM Develop with Board Chair

Ongoing AGM

Continue succession planning to replace current Operations Manager (Grade V Operator) and Maintenance Manager who have both been with MRWPCA for 30+ years

Nov 2015

• Suggest Update to BPC/Board in Sept

Internal Board/Staff Tactical Goals Revised 6-4-15

Page 3

Board/Staff Tactical Goal – E

CONTINUE TO BE FINANCIALLY SOUND



June 30, 2014 CFO

Continue Proposition 218 activities in order to provide funds for Capital Projects through 2016/17

Oct 2015

Ongoing CFO and AGM

Continue to maintain a General Fund Reserve ending balance above a minimum of $2M X

Ongoing CFO and AGM

Maintain an excellent bond rating should there be future Agency needs to secure additional revenue

X

May 15, 2014

CFO and AGM

Develop financial performance measures to confirm financial stability Oct

2015 • Will provide some metrics

at Budget Workshop

May 15, 2015

CFO and DGM

Develop additional financial performance measures Oct

2016 • Will provide some metrics

at Budget Workshop





AGENDA ITEM: 8 – C

AGENDA TITLE: OPERATIONS/SIGNIFICANT PROJECTS REPORT


CONTACT: PAUL SCIUTO, GENERAL MANAGER

Phone: (831) 645-4604

Human Resources

The Assistant General Manager recruitment was advertised and closed on June 8. We received 31 resumes and staff met with Pam Derby, CPS HR Consultant, to review the applicants. Interviews were held with the top six candidates on June 26. Staff and William Kocher, Marina Coast Water District Interim GM, interviewed the candidates. After discussion, it was decided that the top two candidates would return in early July for a final interview.

Source Control

Liquid waste load screening, monitoring, and approvals were completed for companies that need to discharge various special loads and brine waste at the RTP.

Additional ocean water bacteriological samples were collected from the Pacific Grove Pump Station #13 sewage bypass to finalize the data for reporting purposes.

Staff met with City of Salinas staff members to prep for the startup of the Salinas Food Preparation Storm Water Inspection cycle.

Engineering Services

The PH/EC probe installation was completed at Castroville and Fort Ord Pump Stations (CP259).

The Aboveground Tank installations and Underground Tank Removal was finalized (CP273).

Safety

The Safety Officer gave a Cal-OSHA update presentation to the Budget/Personnel Committee on June 12.

Laboratory

The 2014 Consumer Confidence Report was completed; which summarized the water quality data for the RTP potable water system.

The remodel of the TOC and IC Room is in progress, and is being coordinated by the Engineering Department. Lab staff cleaned the room and removed all items from shelves in preparation for the demo.




GWR

Staff began reviewing and preparing response to the comments received for the DEIR.

The GWR room painting of the interior walls is complete, work is progressing on the building of the interior walls, and plans are being finalized for the delivery times on the equipment.

Staff held a kickoff meeting with SWRCB Small Waste Water Systems.

Maintenance (Plant, Pump Stations, CSIP, SRDV, SVRP, Utilities, & Cogen)

Castroville Pump Station bypass pump around started for the sluice gate/grinder area concrete rehab project. During this time, a separate contractor cleaned the wet well of grease and grit.

The RTP main breaker remote actuators were relocated into the Cogeneration office. This will allow us to safely synchronize with PG&E if we lose power and run on island mode on the Cogeneration engines.

Operations

Staff ran a test with a trial polymer at the screw press, but the product was not cost effective.

Water provided to Growers: SVRP (recycle) = 1,860 ac-ft (64% of total) CSIP (well water) = 1,048 ac-ft (36% of total) TOTAL = 2,908 ac-ft provided to Growers

Influent flow = 18.9 mgd; Effluent flow = 0.12 mgd

Finance

The GWR consultant provided estimated monthly expenditures for the construction phase of the GWR project. Staff is currently referencing the monthly amounts to determine the Agency’s cash flow needs. This information will be provided to the State as part of the Revolving Loan Fund qualification process, as well as to banks for a potential line of credit.

Staff is working with the Agency’s insurance provider to see if the Agency can claim reimbursement for expenses related to the Pacific Grove sewage spill. Damage to the equipment or remediation efforts could qualify under the Agency’s Property and Equipment Insurance or the Pollution and Legal Liability Insurance. Staff met with a claims adjuster on June 30. The insurance adjuster plans to schedule a site visit with a technical specialist in early July.

ATTACHMENTS: None

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MOTION:

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