DRAFT MR : APPROVAL OF MINUTES FROM THE REGULAR BOARD MEETING ON JUNE 6, 2012.

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1 MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE NAPA SANITATION DISTRICT, NAPA COUNTY, CALIFORNIA, HELD AND CONVENED AT THE SOSCOL RECYCLED WATER FACILITY ADMINISTRATION OFFICE, WEDNESDAY, JUNE 20, 2012 CALLED TO ORDER AT 4:03 PM. 1. OPEN SESSION: DRAFT 2. ROLL CALL: PRESENT: JILL TECHEL, Chair; MARK LUCE, Vice-Chair; CHUCK GRAVETT, CHUCK SHINNAMON and MARK (absent at roll-call, present at 4:11 p.m.), Directors. ALSO PRESENT: TIMOTHY HEALY, General Manager, and JOHN BAKKER, Legal Counsel (absent at roll-call, present at 4:30 p.m.). None. 3. REVIEW OF AGENDA: No Changes to the Agenda. 4. SAFETY MOMENT: Critical Days of Summer 5. PUBLIC COMMENT: None. 6. SPECIAL PRESENTATIONS: None. 7. CONSENT CALENDAR: Items c. and f. were pulled from the Consent Calendar by Director Gravett for discussion. a. MR : APPROVAL OF MINUTES FROM THE REGULAR BOARD MEETING ON JUNE 6, b. Receive County of Napa Voucher Register Dated 5/22/12 through 6/04/12. d. MR : AUTHORIZE STAFF TO EXECUTE AMENDMENT NO. 5 MODIFYING THE ANNUAL RATE OF COMPENSATION TO THE NAPA 1

2 SANITATION AGREEMENT NO WITH NAPA COUNTY TO PROVIDE INFORMATION TECHNOLOGY SERVICES FOR FY e. g. RES : ADOPT RESOLUTION DIRECTING PREPARATION AND FILING OF WRITTEN REPORT TO COLLECT SEWER SERVICE CHARGES ON THE TAX ROLL FOR FY MR : AUTHORIZE THE PURCHASING AGENT TO EXECUTE AMENDMENT NO. 2 TO TASK ORDER 3 WITH RMC WATER & ENVIRONMENT TO PROVIDE DESIGN SERVICES DURING CONSTRUCTION OF THE NSH RECYCLED WATER PIPELINE IMOLA EXTENSION PROJECT (CIP 5506A) IN THE AMOUNT OF $25,343. Motion by GRAVETT, seconded by LUCE, by the following vote: c. MR : AUTHORIZE OUT OF STATE TRAVEL TO NEW ORLEANS, LA FOR GENERAL MANAGER/DISTRICT ENGINEER, PLANT MANAGER, SENIOR CIVIL ENGINEER, ASSOCIATE ENGINEER, AND DIRECTOR OF ADMINISTRATIVE SERVICES FOR THE PURPOSE OF ATTENDING THE 85 TH ANNUAL WATER ENVIRONMENT FEDERATION TECHNICAL EXHIBITION AND CONFERENCE (WEFTEC) SEPTEMBER 29-OCTOBER 3, Director Gravett inquired as to the number of staff members attending and the length of the stay. General Manager Healy explained that the conference is technical and engineering and senior staff always benefit from the knowledge they receive from the presentations and vendor information at the conference. Healy explained the importance of having engineering staff, especially newer staff, and the Plant Manager attend the conference, noting we are currently in design of major new or replacement facilities at the treatment plant. f. MR : PROVIDE AUTHORITY TO GENERAL MANAGER TO APPROVE CHANGE ORDERS ON THE ADMINISTRATION BUILDING AND 2

3 CORPORATION YARD PROJECT IN A CUMULATIVE AMOUNT NOT TO EXCEED $500,000. Director Gravett requested that staff provide a monthly progress report to the Board on the project. Staff agreed and will add a status report on the second meeting of each month. 8. REGULAR CALENDAR: a. Receive presentation from staff and consultant on the preliminary design recommendations for the IPS Expansion Project (CIP 4012). District Associate Engineer Jennifer Johnson introduced Craig Olson, Project Manager, and Dana Hunt, Technical Specialist, from HDR Engineering. HDR has been working with District staff over the past several months on the Influent Pump Station Expansion Project (IPS). HDR has been performing site investigations, assessments and evaluations to provide the District with different design options for the project. Mr. Craig Olson gave the Board an overview of the work they have been doing on the project. He reported that the project first started in 2003 with a draft predesign report by Winzler & Kelly, and a Value Engineering Study by Jacobs Engineering. In 2009 the project moved forward again with a technical memorandum from Winzler & Kelly with different alternatives set out. The recent Wastewater Treatment Plant Master Plan brought this project to the forefront of projects that needed to be completed at the plant. A life cycle alternatives evaluation was done which included capital costs, equipment and replacement costs, and a 50 and 100 year life-cycle costs evaluation. HDR held a workshop and prepared a Pump Station Analysis where they evaluated three potential design alternatives, 1) construct new IPS with both dry and wet weather flows and abandon existing IPS; 2) convert existing IPS to dry weather only pump station and construct new wet weather pump station, maintaining use of Manhole No. 9; and 3) convert existing pump station to dry weather station and construct new wet weather pump station pumping directly to oxidation ponds, eliminating Manhole No. 9. Staff agreed with HDR s recommendation of Alternative No. 1 and directed HDR to proceed with the preliminary design of Alternative No. 1. This alternative ranked highest in categories of cost, ease of operations and maintenance, constructability, best use of the IPS site, reliability and flexibility. 3

4 General Manager Healy reported the project is estimated to commence after the Administration/Corp Yard project is completed next June or July, Bidding will take place in May or June of b. RES : RECEIVE PRESENTATION FROM STAFF AND ADOPT RESOLUTION ADOPTING THE SANITARY SEWER AND RECYCLED WATER STANDARDS, AS REVISED, CHANGING EFFECTIVE DATE TO SEPTEMBER 1, GRAVETT, SHINNAMON, TECHEL, MOTT LUCE Associate Engineer, Andrew Damron, gave a presentation to the Board on the District s updated Standard Specifications for Sanitary Sewer construction. The standards were last updated in The standards were in need of minor revisions to the specifications and details to reflect current District practices for installation of sewer improvements. Staff worked with GHD (formerly Winzler & Kelly) to prepare the updated Standard Specifications. Damron reported that staff can make changes to the new standards at any time if it is determined that changes are needed. The resolution gives staff authority to make minor revisions to the specifications throughout the year and requires the District Engineer to annually report those changes to the Board for adoption. Board and staff held discussion and the Board requested that staff hold a workshop with local engineers outlining the changes to the Standard Specifications. The Board requested that the effective date of the updated Standards be September 1, Staff will schedule a workshop and make the effective date of the new Standard Specification September 1, c. Provide direction to staff on Board attendance at California Association of Sanitation Agencies Annual Conference in Monterey, CA August 8-11, All Board members expressed interest in attending the CASA Conference. Staff has reserved rooms for all and will register members for the conference once Board members confirm at a later date that they will be attending. 9. GENERAL MANAGER S REPORT: a. Healy reported the DDA and PSA Amendments with the Gasser Foundation have been executed and the Notice to Proceed was issued June 20 th. Work is scheduled to begin on Monday, June 25 th. b. Healy reported that the Imola Recycled Water Pipeline Extension 24 inch main pipeline is in the ground, with only the creek crossing remaining. All remaining work should be complete in early August. No decision on the location of the pump station has been made. 4

5 c. Healy reported that the FOG project is ongoing. Testing will be done the week of July 9 th, with the system to be complete the end of July or first week in August. d. Healy reported he will be on vacation the week of July 9 th through July 13 th. 10. LEGAL COUNSEL REPORT: a. Bakker reported that he will be on vacation from July 9 th to July 20 th, Stephan Muzzio will be attending the July 18 th Board meeting in his absence. 11. UPCOMING MEETINGS: a. Regular Board meeting July 18, 2012 Gravett and Shinnamon will be absent. b. Regular Board meeting August 1, 2012 Possibly Cancel c. CASA Conference August 8-11 th, 2012 d. Regular Board meeting August 15, BOARD OF DIRECTORS REPORTS/GENERAL DISCUSSIONS: a. None. 13. ADJOURNMENT (5:13 p.m.): There being no further business, the meeting was adjourned at 5:13 p.m. to meet again on July 18, 2012 for a Regular Meeting at the Napa Sanitation District Recycled Water Facility, 1515 Soscol Ferry Road, Napa, California. Respectfully submitted, Clerk of the Board 5