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HomeMy WebLinkAboutAgenda 11-26-2024 CITY OF SAN BERNARDINO MUNICIPAL WATER DEPARTMENT AGENDA REGULAR MEETING WATER BOARD Tuesday, November 26, 2024 – 9:30 a.m. MARGARET H. CHANDLER WATER RECLAMATION PLANT 399 CHANDLER PLACE San Bernardino, California WATER BOARD TONI CALLICOTT President Commissioners WAYNE HENDRIX, P.E. DAVID E. MLYNARSKI RIKKE V. JOHNSON THOMAS BRICKLEY MIGUEL J. GUERRERO, P.E. General Manager ROBIN L. OHAMA Deputy General Manager STEVE R. MILLER Director of Water Utility KEVIN T. STEWART, P.E. Director of Water Reclamation CYNTHIA J. MOUSER Director of Finance JENNIFER L. SHEPARDSON Director of Environmental & Regulatory Compliance “Trusted, Quality Service since 1905” Welcome to a meeting of the Water Board of the City of San Bernardino • The City of San Bernardino Municipal Water Department recognizes its obligation to provide equal access to those individuals with disabilities. Please contact the General Manager’s Office (909-384-5191) two working days prior to the meeting for any requests for reasonable accommodation, to include interpreters. • All documents for public review are on file with the Water Department located at 1350 South “E” Street, San Bernardino or may be accessed online at https://www.sbmwd.org/agendacenter • Please turn off or mute your cell phone while the meeting is in session. • Any member of the public desiring to speak to the Water Board concerning any matter not on the agenda, but which is within the subject matter jurisdiction of the Water Board, may address the body during the period reserved for public comments. Said total period for public comments shall not exceed forty-five (45) minutes unless such time limit is extended by the Water Board. A three- minute limitation shall apply to each member of the public unless such time limit is extended by the Water Board. No member of the public shall be permitted to “share” his/her three minutes with any other member of the public. • The Water Board may refer any item raised by the public to staff for appropriate action or have the item placed on the next agenda of the Water Board. However, no other action shall be taken nor discussion held by the Water Board on any item which does not appear on the agenda unless the action is otherwise authorized in accordance with the provisions of subdivision (b) of Section 54954.2 of the Government Code. • Public comments will not be received on any item on the agenda when a public hearing has been conducted and closed. Regular Meeting Agenda November 26, 2024 City of San Bernardino Water Board Page 2 THE SAN BERNARDINO MUNICIPAL WATER DEPARTMENT ENCOURAGES THE PUBLIC TO VIEW THIS WATER BOARD MEETING ONLINE. THE MEETING WILL BE LIVE STREAMED VIA YOUTUBE AT: https://bit.ly/YouTubeSBWater MEMBERS OF THE PUBLIC WHO WISH TO COMMENT ON MATTERS BEFORE THE WATER BOARD MAY PARTICIPATE IN THE FOLLOWING WAYS: 1. IF ATTENDING IN PERSON, MAY PROVIDE COMMENT AT THE APPROPRIATE TIME DICTATED BY THE AGENDA AND WATER BOARD PRESIDENT. 2. COMMENTS AND CONTACT INFORMATION MAY BE E- MAILED TO Comments@sbmwd.org BY 8:30 A.M. THE DAY OF THE SCHEDULED MEETING TO BE INCLUDED IN THE WRITTEN RECORD. CALL TO ORDER ROLL CALL 1. ANNOUNCEMENTS BY MEMBERS OF THE WATER BOARD 2. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA: A three-minute limitation shall apply to each member of the public who wishes to address the Water Board of any item not listed on the agenda. There is no limit on the number of items that may be discussed within the three-minute time limit. To be called by the Water Board President, please see special public comments instructions above. 3. PUBLIC COMMENTS ON ITEMS LISTED ON THE AGENDA: A three-minute limitation shall apply to each member of the public who wishes to address the Water Board of any item listed on the agenda, excluding public hearings. There is no limit on the number of items that may be discussed within the three-minute time limit. To be called by the Water Board President, please see special public comment instructions above. 4. CONSENT CALENDAR MOTION: That the motions indicated by consent calendar items 4A through 4F be adopted, except for . MOTION: SECONDED: A. PAYROLL MOTION: Approve the payroll for the pay period beginning November 18, 2024 through December 1, 2024. Regular Meeting Agenda November 26, 2024 City of San Bernardino Water Board Page 3 B.CONTRACTS AND BILLS MOTION: Approve the payment of contracts and bills to be presented at this meeting. C.MINUTES MOTION: Approve the minutes of November 12, 2024, of the Water Board. D.REVISED JOB DESCRIPTIONS FOR COLLECTIONS SYSTEM WORKER I (1045) AND COLLECTIONS SYSTEM SUPPORT WORKER (1040): The Sewer Maintenance Worker job description was originally approved by the Water Board on April 18, 2017, and subsequently revised on March 27, 2018. The title was changed to Collections System Worker I on June 12, 2018. The Collections System Support Worker job description was originally approved by the Water Board on December 11, 2018, and subsequently revised on August 25, 2020. The experience and driver’s license requirement revisions should result in a larger pool of candidates with the skills and knowledge necessary to be successful in the position. MOTION: Approve the revised job description for Collections System Worker I (1045); and Approve the revised job description for Collections System Support Worker (1040), as submitted. E.WELL MONITORING FOR PER AND POLYFLUOROALKYL SUBSTANCES (PFAS) – NOTIFICATION LEVEL EXCEEDANCES: The California Water Resources Control Board’s Division of Drinking Water Order DW 2022-001-DDW requires the Department to monitor for PFAS analytes in their public drinking water system. Under Health and Safety Code section 116455, as a retail water agency, the Department must inform its governing body and the governing body of any local agency whose jurisdiction includes areas supplied with drinking water by the Department within 30 days after the Department is first informed by its analytical laboratory of an exceedance. Samples were collected on October 21, 2024, and analyzed by the laboratory on July 28, 2024. The analyses showed the presence of Perfluorohexanesulfonic Acid (PFHxS), a PFAS analyte, above the notification level of 3.0 nanograms per liter (ng/L) in four (4) of the Department’s drinking water wells. One sample collected this same data showed the presence of Perfluorooctanoic acid (PFOA) above the notification level of 5.1 nanograms per liter (ng/L) in one (1) well. Regular Meeting Agenda November 26, 2024 City of San Bernardino Water Board Page 4 The Department is meeting Order DW 2022-001-DDW’s requirement of informing the governing Body (Water Board) and the City of San Bernardino by posting this report for the November 26, 2024, City of San Bernardino Water Board Meeting. (INFORMATION ITEM ONLY) F. REPORT ON WATER DEPARTMENT INVESTMENTS – QUARTER ENDING SEPTEMBER 30, 2024: Staff recommends that the Water Board receive and file the Investment Report for the quarter ending September 30, 2024, as submitted. DISCUSSION ITEMS 5.PRESENTATION OF SERVICE AWARDS: Employee service awards will be presented acknowledging employees for their years of service to the Department. 6.AWARD OF CONTRACT – MUSCOY SERVICE LINE REPLACEMENT PAVEMENT RESTORATION PROJECT – SPECIFICATION NO. 1855: The Department adopted a Lead Service Replacement Program for the service lines in the Muscoy area of the City of San Bernardino, and procedures to verify unknown and galvanized service laterals for the presence of a lead gooseneck connection at the corporation stop. The project consists of the pavement restoration component of the service line replacement in the Muscoy area. Specifications were advertised on October 4, 2024, for Specification No. 1855, to “Furnish all Labor, Equipment, and Materials for the Muscoy Service Line Replacement Pavement Restoration Project, located in San Bernardino, California.” One (1) bid received and opened on November 14, 2024. The Coronavirus State and Local Fiscal Recovery Funds Program (CSLFRF) will be used to fund this project. The funding source for this agreement is the FY 2024/2025 Water Utility Fund Capital Improvement Project titled Muscoy Service Line Replacement (Project No. C2311069), which currently has a total of $2,036,962.18 in unencumbered funds. MOTION: Accept the bid of All American Asphalt., as the lowest responsive, responsible bidder and award a maintenance contract in the amount of ONE MILLION FOUR HUNDRED THOUSAND SEVENTY NINE AND 00/100 DOLLARS ($1,400,079.00) to FURNISH ALL LABOR, EQUIPMENT, AND MATERIALS FOR THE MUSCOY SERVICE LINE REPLACEMENT PAVEMENT RESTORATION PROJECT in accordance with Specification No. 1855; and authorize the General Manager to execute the contract and sign and verify a Notice of Completion. MOTION: SECONDED: 7.APPROVAL OF ANNUAL MAXIMO LICENSING FEES – EMA, INC.: On August 23, 2022, the Board entered into a three (3) year agreement with EMA, Inc for an Enterprise Asset Management Solution (EAM). The purpose of the EAM was to supplement the Department’s new Enterprise Planning System to maintain and control operational assets and equipment. Regular Meeting Agenda November 26, 2024 City of San Bernardino Water Board Page 5 The negotiated fee for the Agreement included estimated annual license costs for Year 2 and Year 3, however, these costs were not finalized. Staff is requesting approval of $123,183.36 for Year 3 of the Annual Licensing Fees. This is the final year of the contract. Staff intends to evaluate a new Agreement at the end of 2025. At the time of budget preparation, funding was included in the FY 24/25 Sewer Capital Equipment account under 204090-6008 for this license. Staff requests authority to transfer $125,000.00 from Capital funding Account 204090-6008 to Operating funding Account 204090-5601 to fund these costs. MOTION: Approve the transfer of ONE HUNDRED TWENTY-FIVE THOUSAND AND 00/100 DOLLARS ($125,000.00) from FY 24/25 Sewer Capital Equipment Account 204090-6008 to FY 24/25 Sewer Operating Funds Account 204090-5601; and Approve the payment of Annual Maximo Licensing Fees to EMA, Inc. in the amount of ONE HUNDRED TWENTY-THREE THOUSAND ONE HUNDRED EIGHTY-THREE AND 36/100 DOLLARS ($123,183.36). MOTION: SECONDED: 8. RATIFICATION OF ANNUAL CASUALTY INSURANCE RENEWAL – FY 2024/2025: Effective October 30, 2024, the Department renewed annual liability insurance coverage for crime shield, directors’/officers’ liability, cyber security, and underground storage tanks liability. Quotes were not available for casualty, automobile, and excess liability insurance at the time of policy expiration, so they were not submitted to the Water Board for approval. On October 30, 2023, the Department received the remaining annual liability insurance renewal quotes and bound coverage. Staff requests that the Water Board ratify the renewal and binding of these policies. The Department’s insurance broker, Marsh Risk & Insurance Services (Marsh), has marketed the Department’s 2024/2025 casualty, automobile, and excess liability insurance for the past three (3) months. Quotes were received for casualty coverage through Munich and for excess coverage from Aesir, Starstone and Lexington. The Department has not received quotes for automobile insurance coverage at this time. As such, fleet vehicles will default to the casualty line of coverage. The total cost of all policies for FY 2024/25 to date is $2,145,678. Funding in the amount of $1,447,000 was included in the FY 2024/25 budget and an additional appropriation of $698,678 will be required from the reserve balances of various funds to cover the shortfall. MOTION: Ratify the annual renewal for casualty coverage offered by Munich in the amount of $412,000; and Regular Meeting Agenda November 26, 2024 City of San Bernardino Water Board Page 6 Either (1) approve excess liability coverage offered by Aesir, Starstone and Lexington in the amount of $1,603,702, and authorize a supplemental appropriation of funds in the amount of $698,678 from Department reserves, or (2) direct staff to work with Marsh on other insurance alternatives for excess liability coverage and report back to the Water Board with their findings and possible alternatives; and Authorize the General Manager to bind approved lines of coverage effective October 30, 2024. MOTION: SECONDED: 9. REPORTS: A. Report of the President B. Report of the Commissioners C. Report of the Directors D. Report of the General Manager 10. ADJOURNMENT The next regular meeting of the Water Board is scheduled for 9:30 a.m., December 10, 2024, at The Margaret H. Chandler Water Reclamation Plant, 399 Chandler Place, San Bernardino, CA 92408.