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Woodland-Davis Clean Water Agency Board of Directors

Thursday, September 19, 2024 · Government meeting record

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Woodland-Davis Clean Water Agency Board of Directors

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directors. Thursday septembar, 19th 2024, captions standing by the motion carries through zero moving on to number 2 general public comment. Okay. The know if I just need to lean. Yeah, closer. Okay. Cool. Mine was not on. I'm sorry. Okay, we have the first item approved 3 to zero. Approval of the minutes. Continuation, of the treasures quarterly report. I don't see anybody here for public comments so we'll move on to item number 3 which is woodland, davies cleaning water agency, general manager. Update the operations. Afternoon. So um, I, I will start and turn over we both have an opportunity to speak today. Uh, a usual topics water supply of the capital improvements projects and then our operations update uh, first kind of look at water supply uh term 911 graphic, you're all familiar with this graphic. Um this term 91 curtailment isn't in effect when the state and the federal projects are releasing. Supplemental water to meet water quality objectives in the delta. And that's that's currently the case. Uh, so whenever this graph, the solid dark line is current water year every day. The graph is updated. And um, the kind of red or pink color, that means turn 91 can or should be in effect. When it's in blue, it could not be in effect, so it has been trending down, but we're still definitely in terms of when territory, they are releasing some extra water right now for what they call x2, um, to me certain there's really solidity in the delta and that's probably going to continue for some time yet. I'm not quite sure how much longer. So expectation is a term that anyone will remain in effect for you said what's in the delta? U, xx2. Yeah they manage solidity in the delta. There's a monitoring station in the delta where they have to meet a certain amount of salinity. And in certain year types and this is 1 of them, they release extra water to manage that differently. That's the extent of my knowledge on that topic. I drive the river road quite a bit and I'm amazed at how high the sacramento river is. So they're they're interesting me flushing tons of water through there. Yep, it's a, it's apparent 1 too many times. Uh this is like orville. Uh, so top of the shaded area is the average for over many years and then the solid the darker blue line is the daily, um, storage capacity, and overall, you can kind of see it did get um, made JUNE this year. It did get completely full and but then they've been releasing water rather or rather fast pay ever since that time and they're still doing that now. So it's been dropping quite a bit. It's still above long term average but getting closer to the launch average. Shasta is pretty similar. Uh, I got nearly full this spring and it's been kind of mainly following us more normal curve. Um, in terms of water release is still a little bit above average so we should be going ito this winter with relatively healthy water storage. I want to talk real quickly about a wrap electrical conversion. There's it's quite a bit of work to do this. It's, it's a little bit more difficult than switching over cable at, at the house. Um, so we're quite a few things working on. Uh we are on track for JANUARY 1 switched. Over it starts at 1 um 1 thing that I do need to mention is that more than 10 years ago? The agency signed a mainline extension contract with pg&e and that was to avoid paying for powerline, a power transmission, line installed to get water to the to the water tumor planet itself. Back in 2013, 2014 that was built, uh, the agency had agreed back then to buy power from pg. For at least 10 years, we are leaving that. A little bit before 10 years is up, a as around, sometime in early OCTOBER next year is, when the ten years is actually officially up uh vapa and I met with pg&e a few weeks ago, not budge on us, paying them. I was kind of like an early leaving penalty. Um, but about 257,000. So we looked at it and said, well, what would happen if we stayed on pg until until NOVEMBER next year, or switch now, and we would end up paying pg&e around 5 to 600,000 more we would with wapa during that same time, period. So, it makes sense as much as we hate to do it. Pay page, early penalty and switch to wap on JANUARY 1 and we have a net savings so to speak of between 100 and 3000000. There there is a range there because it depends a bit on how much water. How much rainfall we get this winter and, uh, pg or sorry. Wapa has 3 different electric rates depending on if it's their own hydro power generation or if they're buying power on the market. Um, but either it's a dry year or a wet yar, we still save money by paying pg instinct switching on JANUARY 1, any any questions on that? I went through that real quickly. Um and then te next 2, items are basically a new, a new meter inclusion to send the check with the with a beautiful arrangement of dead flowers. We we can certainly do that. Actually have to you arrange of dead flowers at my house. Yeah, we can certainly do that. The next 2 items are a new meter at the intake and uh that results in the need to make an amendment to the early 2035 agreement. I'll cover that more in the actual item for that. Bit further down. With that, I'll turn it over to stand to talk about capital. Okay. Uh thanks tim so uh like normal going through a few capital improvements a little updates uh I as you're all aware. So all of the intakes have been replaced. Uh, there were 3 that were a little more aggressive to replace than the other 7. The 7 came out pretty easy but the basically had to remove by cutting them out. Uh, as you can see there, they cut a square out of this 1 and actually the other picture of that 1 there is where there's 2 halves of that screen, uh, being held up. So, um, it took them a bit to get those last 3 but they did do that. Uh, we are required to update our own and manuals as part of this uh effort uh with the fisheries to uh ensure that if if the screens if something should happen with the screens in the future that we have a a written plan on how we address that how jacobs would address that so but all 10 are in, tey've been in for for a bit now. Uh operations are normal the differential between the river and the wet wells is holding very nice. Um, and um, all of the safeties are in place, if you will. So, if that differential does increase, um, pumps wuld start shutting off and, and we'd protect those screens and that in infrastructure. Stan, why did they cut the hole in the 1? So they had to, they were bwed so much that they actually had the the divers in the water. Had a hole in and then cut vertically the whole screen to be able to get them out where they weren't rubbing against the, uh, structure, uh, to remove them. So basically they cut them and then we're able to remove them from the rails. Has there been any advance in screen technology since the originals for this? We but because because we basically have the exact same ones that are that were installed. Those were the ones that were rebuilt because the design takes into account, um, uh, your velocity going through the screens, you're, you're deviate from that between designs as far as new intakes. There could be uh, you know, new engineering methods to to do screens. But we we built the exact same ones as previous. Okay, I kind of wondered if we should even experiment with 1 of our screens. Uh, for example, something with a lighter weight, those things are massive. They are massive, but, but remember, they're also, they need to be structurally solid enough to have that differential. So, you know, the water and weight of the water pressure with the differential, uh, to come through. So, we actually bolstered them a little bit. that is 1 change. They made so to help, hopefully, prevent their heavier. Now they they have yeah they they do have a 1 or 2 more um structural supports in the middle than previous. Yeah, thank you. You did it. We're doing it. Okay? No, you're fine, you're good. Sorry, uh also uh, still out at the intake, we do have that uh, as you as we mentioned you kow, roof access uh access to the screens for cleaning and maintenance has been a challenge. Obviously, the way it was constructed and designed that's been an ongoing challenge. Uh, jacobs is certainly looking at those still, we do have the erosion control project that has been on the books for a while. Uh, we do plan to proceed with that uh rd 2035 is basically managing that and bidding on those. So uh and that is with the dotted line. You see there on the screen, we would be uh, or actually that's where the, the staging area would be. See the, uh, to the south of the intake there, the the grayed out area. Uh, we're going to basically be adding um, rip wrap to that area. So it would bring that bring it back to grade a little bit and add a rip wrap there to prevent erosion in the future. Um, and then at the plant, we do talk with jacobs, on a monthly basis about a number of smaller capital projects there. Um, and then at this point, most we've either identified based on design uh challenges or other impacts where jacobs would would basically install those at their cost, um, as improvements to their design. Yeah. Then they have some culpability for the problems that haven't done with these screens. In other words, have they have they accepted financial responsibility. So we have not received an invoice related to the screens at all, uh, our discussions with them and, you know, we've discussed with the board previously, as, as it was occurring, uh, our discussions with them were certainly that you quiz position, is it was a jacobs issue that created those those challenges and um we have not had any indication that they would be wanting to discuss uh, payment for any of that, uh, that work. Uh, normal slide, you always see, you know, we're, running around 21 million gallons a day, uh, typically that would be a little more uh, in the summer. Uh, and I'll I'll discuss that here, briefly on the next slide. Not the case? But, uh, we still are, are pushing quite a bit of water out uh, all the all the contractor requirements for for regulatory have been met. Uh, and as normal we post, uh, as tim mentioned, we're diverting under our supplemental water, right? Which is not a limiting factor to water at all, uh, for this summer. It's started late enough that we had plenty of, uh, water rights to push, uh, full allotment to the partners. Except we had a power interruption. Uh, due to a outside contractor accident, uh, that uh, basically pulled down a p, genie poll. Uh, we did have a sufferer power loss, it did serge, the plan, it did uh damage the surge arresters uh and some some a little bit of equipment past the surgery. Ers. Uh, but significant damage to the plant was avoided by the surgery, esters basically taking that load um, as part of that, the generator uh, when we were running the generator, uh, because we did not have the time. Uh, we did have a belt that failed, they had just actually worked on that and replaced the belt. So not sure at this point. If, if it was a manufacturer issue with the belt or it was installed, uh, different, um, but the generator failed, we did uh, jake did bring in a backup to the backup. So we did have a backup generator on site. Uh, they did hook that up and run it for about a week uh while they were working on the existing stationary generator getting it up to speed. Um, so then we did switch back to that, uh, off uh, which is significant. Uh, and then we went back on AUGUST 29th, um, part of that and that last bullet you see there is. We did experience low pressure in both cities. Uh, city of davis actually was a bit below 20 psi, uh, which is, kind of a threshold number uh, from a regulatory perspective. So there were some cnversations, um, with the board with the state board around that, I think. The surge arrestor essentially like relay switch. And it's it's it's uh, interesting. I should should have put a picture of it. It's basically think of it as a fuse that blows. Yeah, that's designed to take that load and take that hit and then with minimal damage. So, but basically looks it's interesting. It's just it almost looks like a plastic, um, it it it's, it's a bunch of plastic rings together like this and basically it melts down and and loses contact with the power with the power line. It's basically meant just like a fuse to separate so that that power won't continue and damage other equipment. Okay, it does seem like we're on a on a treadmill here on when it comes to generators. How many generator failures have we had so far. So I'll I'll speak to that here in a minute. Uh, so so, uh, like I said from a mitigation perspective and I'll speak to the generators and what we're doing on that front, uh, here in a second, so um, the city's distribution system. So both cities have, uh, adjusted their operations at the facility or at their cities to mitigate challenges if wood was to go offline suddenly um as an example city of davis we are running at least 1 uh of our wells at all times uh to ensure that we have that coming into the system. Because when we lose would crawl uh here at the city, uh, it takes about 3 to 4 minutes for a well to. Come on start pumping and then actually get water into the system. Um so that's that's and and at high demand, uh, times of the year like summer. That's a challenge. So, we, we 1 well at all times. Now, to help mitigate that low pressure situation. Um, from that perspective, back to the generators? Um, we we're, uh, talking with jacobs. I've had a number of conversations with actually the western uh general manager for jacobs that manages the entire west coast and and western united states. Uh, we will be having from them, a plan to do a forensic evaluation of the entire electrical system, uh, which includes the generator. Uh, a meeting next month with the generator vendor and the maintenance folks that manage that because it's contracted jacobs. Flks don't do it directly uh I will be talking with them directly to discuss the generator and the upkeep and why it wasn't coming on. Uh, another component of that is it's in the electrical side. Even the generator fires up. Uh, a couple of times. Now, we've had a relay within that system that would not allow the generator to start feeding power. Um, I have told jacobs, tim has told jacobs, that is 1 priority at this point because we want to make sure that if that generator fires, we have that power available immediately. Um, so that is their primary focus right now and then, in the next few months, we will be having a plan to do a forensic analysis of the entire electrical system. Uh, and what improvements MAY be necessary to, uh, assist with more reliable, uh, power coming in. So have we had to replace generators or are these are generators are not functioning because of the switch problems. So, so both. So we did replace the generator. They, uh, burned. Basically, the first 1 due to a defect from the manufacturer when it came in that was years ago, they replaced that entirely so it's a brand new generator, uh, and then we've had both situations where uh, like I said we had a mechanical failure with the belt, uh, the other time it ran too long and wasn't serviced. Uh, so it it it uh the the the some of the consumable parts degraded to the point where, uh, it kicked the generator offline. We've also had generator to get to replace that parts within the generator. Yeah, the generator itself was fine. There was some consumable components within there that they hd to maintain and replace and then, and then we have had the relay twice. Now, the relay has failed to allow the generator to, to switch over. Um, that is honestly the most critical issue we've had um, that we need to address right away because it means don't have any. Correct. And that and that is why the cities have adjusted their operation in this period of time to ensure that if if woodco down and not provide water for 10, 20 minutes while the operators, get out and switch the generator over. Both, both the stationary generator and the backup to the backup that they rolled in are both diesel fired. Yes. How much fuel do we use? And what did it cost? It's, it's roughly. I don't know about the current 1, but the last time we did this, it was roughly dollars a day in diesel fuel. So is there a kind of is there a re like how how those costs? So we assume you are so we we have an had that we have not had that discussion with jacobs for the current effort previously. We did not pay for a number of those items um, when it when it failed and when, um, components failed within jacobs system. Um, this time I'm unsure as to where we're going to uh land between us and jacobs on what we recover, what we don't what we pay, what we don't there are some factors there where I qua. Might have some of the costs based on contract language, um, but I certainly wouldn't see us footing the bill for the entirety of of the issue. So who's in charge of scheduling, you said it, was they there wasn't maintenance that was done on the generator and therefore, it wouldn't relay right? Or it seized up whatever you want, right? There was so it wasn't maintained at the proper schedule. So what happened this time? It was mintained. So what what occurs is with the generators? Uh, they should be they should be um every 250 hours 1. It's either like every 6. Months. Quarterly. You come in you take a look right when it's running when it's running under emergency like this. Where it's it's going to be longer. Uh, color cut who is the vendor that uh, basically every 200 to 250 hours of run time, you need to take it down so they can service it. What happened previously when some of those consumables were not, um, uh, were not done and basically it, it sees the generator. Uh, previously jacobs was not aware. That 250 hours was the limit for the run time before you needed to service it this time uh um the current jacob staff can who's the uh project manager. Talked with he said, look, we need to take it down. We need to make sure we service it because we don't want to have that same situation. So this time completely different than the previous time. Now the relay uh, and the the electrical components. Um, I have been in basically very regular communication, with both can and his, uh, area supervisor or manager that that is the, the main focus at this point, is to understand why that relay was not functioning, or if it function correctly, we need to adjust those settings it to switch. Um, and that is that is the current uh, impetus of of the conversations where I've been now. So this, so that I'm sorry, you said it was 10 days, it ran. Uh, ran for about 19 days. This time, 19 days how many hours a day? 20, 24/7. So, did they have they had to take it offline after 200. So what we do is we would schedule with, we would schedule with the 2 cities. They would take it down. Uh, they would switch over to the other backup, right? Okay. Run it while they were servicing this 1. Yeah. So it it was an effort and it wasn't easy. Will sy the communication with the current jacobs team is night and day compared to previous uh times so MR. Chair. I would just like to observe that 1 of the big fights when we were putting this whole thing together with the issue of design, build operate, uh, I think the wisdom of that from a public perspective has been much evidenced by the fact that we've been able to rely on the contractor. But but I think they're design flaws. Unfortunately we're living with, have caught those, they didn't, uh, we're living with the consequences, but at least when something fails, you know. It's their nickel basically write 2 2 an extent. Right there are provisions. Yeah, there are provisions within the contract that, um, uh, you know, would quote would have some costs incurred for some of some of these events we are skating on real thin ice here, I mean, when you don't have backup for your water plan, I mean, I's thank GOD. We still got wells in these towns, but concerns me. Do we have storage out there for diesel? Or do we have to bring a tanker in? So they they would be rolling it in for ramos or another vendor. They would roll they. Well, actually, they did they set it up and they were getting deliveries with the smaller 1. They were getting deliveries every 8 hours into that tank. I'm glad our so on, on the note of note of reliability. The last bullet on the slide. Uh, we, uh, based on the last event that we had with the generator, quote, would quote undertook the effort to produce a deer system and design a deer system which includes battery and solar backup. So in about a year and a half, maybe, uh, when we have this installed the the the plant will not no longer have shutdowns of this nature, you will have a battery uh industrial size battery that will provide probably 4 out, 4 4, 4 hours a a minimum of a backup that wuld provide any any amount of if the generator needs to run, they have plenty of time to get out there and figure out what's going on. Um, so that that is something we're moving forward. Uh, we're we're almost done with preliminary design and then we're talking actually talking with jacobs, in the beginning of OCTOBER to see about implementing and how we want to deliver that project. Do we have any problem for the air quality district about grand this diesel for 19? That is that is also it might be on my next slide actually. Might might be on my next slide is, yes, we did exceed the 200 hours by permit, uh yeah, no stan. What is the financing situation on this? My career is so we have applied for the, the we have applied for the grant uh basically to fund the majority of it. Um, we don't have an answer yet at this point but I'm I'm hpeful. I mean, we, we've been very fortunate like, with the wastewater plant for days. Um it's pretty straightforward program with pg uh sgip it's actually not pg but it's it's the, um, so the oversight board with p. Yeah basically so it's something with jurisdictions so yeah it's not a competitive grant. Um, it's it's there is funding. I mean, obviously they have to have the funds available to do it, but I I haven't seen any challenges with it. Uh, we're doing it here in the city with a few other projects as well. So, the balance that we moved uh, that year and a half timeline that you gave will be able some incremental fashion. Without that balance. We're going to need to move someone. Once we understand a little more on the cost, I think it's going to be a matter of looking in the bank. You know, we, we we have some we have some reserves uh, within the within the fund. So uh, and then our next budget cycle, you know, we always have the the reimbursement in quarter 2. That MAY be something that maybe we talk about not doing this year and we keep those funds from each of the cities to to, you know, help augment, whatever we're going to need for this. Um but at this point I I don't see a significant capital load. Um but we we'll see what comes forward. So you're optimistic. I am year and a half actually we'll have the battery. I would love it. I'm always optimistic. Yeah. Uh, this this the more realist over on this side. Um, but but I would, I would say we're progressing quick. Yeah. The reason. I'm sure jurisdictions have been made aware that this is going on. I know you've spoken to them. Yes, but also this is the kind of thing where if there's shortfalls it seems like a very high all the jurisdictions and maybe there's some dollars we can dig up here and there obviously last resort but uh like this is critical and, you know, on 1 end it's critical basic need uh, to have backup energy supply on their on the other hand, im assuming this is 1 of the first micro grid projects anywhere for water agency. I don't know. Is it, you know, it's a great question. I don't know that we've looked. I from a, from a consultant perspective who we're working, you know, we're working with west yos to to do the design. Don't know that they've poked out, I mean, there's a lot of agencies that have batteries. Um, the idea around micro grid and being able to integrate all that. Uh, that's not as common uh, that's your usually you see that more large utility scale, not not to the plant level. Um, so that newer from a, from a, um, just a plant perspective. Okay? Yeah. Well, as you get closer to, you know, you're hoping for a timeline is that sure you know, I would just reach out to the jurisdiction and just make sure that just to cover your bit and make sure we don't get too close and sign in, if you don't have the money. So absolutely absolutely. I would rspectfully suggest to you. Also talked to mitch at valley clean energy, we're putting together a micro grid in the cape valley, and I think it's the first of accounting. I've, I've actually talked to mitch about this and, uh, city of davis projects. Yeah, so he, he's definitely in the mix because they, they have their goals that they're looking to achieve, obviously from vc. And some of those could absolutely dovetail with what we're looking at. Um, both as and as, uh, each individual city, I actually gave them mitch's tims as contact for woodland, weather. So yep, and 1 of the interesting things about this job, is it something seemed really oversold, uh, public policy and something seemed really understood and what you're trying to do here. Frankly seems under sold to the jurisdictions in the sense of like this is something very exciting and very innovative and I feel like more people should be talking about it. Noted I I sense a I sense an update to in the near future from me. Okay, thanks, you're welcome. Well yeah, I just you know we talked about air quality so that's the 200 hours. Uh, so we're looking to address that and then, like I said, division of drinking water with the state board. Um, we did we did because we went below 20, we did proactively notify them, they have asked, uh, hey, would you mind updating your onm, plans, you know, to to make sure that you've addressed those things. So w are doing that, uh, jacobs with wood quiz doing the same thing, so um, but we wanted let them know. We didn't want, you know, them to get a call and then call us and say what's going on that type of thing. So, ask a quick question? On that last slide. What are your? What are the what what's our kind of? What are the risks involved with that on the first 1? Like you're putting it together. You know what, department led to address mitigation efforts. What does that look like? I mean, do we understand what I mean the air quality management district going to come down and say yeah find or you have to do so what is that? Yeah, I can I can answer that because I actually talked over at the aqmd a couple weeks ago when we got the call. That said we were going to get a notice of violation. Um, basically they they don't directly, we're going to get a notice of violation in the mail at some point, um, but it doesn't come with the final along with it. Then what we do is we go meet with them and it it seems like 1 of the things that's more critical for them. And this is like the second time that we've ever ran our 200 hours, and they seem to be most of a set that the plant did not call them. Ahead of time, was kind of makes sense from an operational standpoint of the if the they're trying to keep water to the cities, that's your first priority. Not not not, not necessarily calling them. Uh, so what I'll have to do, is we're putting together, documentation of all the things that we have been doing over the past couple of years, that sounds just talking about, basically, to mtigate our power problems that we've had and with the dr thing, and they weren't even aware that we're doing all that. So I think we'll be utimately okay and it's going to take a meeting or 2 and probably a long letter to them. Saying that we actually are actively mitigating it. By the way, we're critical infrastructure. We can't just exactly off for 2 weeks and not provide water. That's not an option for us. So, um, I don't think we'll even have to go to their board to discuss it. Ithink we'll be able to work it out at staff level with them. Thanks for requesting director chat with. And if we do need to mitigate, let's try to adopt mitigation measures that are more, you know, real in countries. Yes, great. Do we have any uh, public comment does look like anybody is out there. Do we have any written or messages? Great, let's move on to the next agenda, item on approving a purchase agreement for the winter water transfer. So this is um this is our basically our insurance policy for winter, um, as we've talked at several board meetings in the past that every year we get to fall term 91 is still in effect. Our our cvp water rate ends on OCTOBER 31 whether or not, we use all the water so we find ourselves in the position. Every fall that come NOVEMBER 1. Do we have water or do we not? So what we've been doing is we've been doing water transfer agreements with the south side of water district for the past several years. Basically, as an option contract where w pay them then if I call them on NOVEMBER 1, they have water for us essentially. Uh, so this agreement before you today is identical to the 1 that we did last year, um, it is a bit less expensive than the 1. We did 2 years ago because we were paying $100,000 back then. And now we're paying $50,000 for the option. Um, 1 thing to note is the state had 1 comment on the permit application package, we had requested, 20 cubic feet per second because I's a nice run number. We, we usually use around 12 and they're the only common. They and wanted to cap us at 15. So, I don't know why it matters but so we said, okay, to that 1 and then um, that's really it for this 1. The only other caveat is the state hasn't finally signed off on the permit yet. Uh they will. They're not there's not that was the only comment that they had. It's just that they don't they they know, they don't have to until the end of OCTOBER. So happen eventually. Thanks for the directions of this item. The session to I have a motion to adopt the resolution but I think it's a great thing. And I appreciate the staff for the very a forward-looking and comprehensive scan. That's been taken to come up with this recommendation and its previous ones. Thank you. Apologies before we go to the motion itself. Is there any public comment? Tat is written great. Okay, so we have a motion from director solid. Uh, do we have a second? No, second director have been seconds. Do we have any discussion? Can I hear your eyes for this? Adoption of the resolution is approved through zero, move on to number 5 on the agreement with installation right now. Okay, I can explain this 1 as as well. Um, so we've we've been sharing the meter at the intake with our 2035, since the agency began operations back in 20. Uh, 16 over there. Uh, so there's a couple things 1 was switching over. Um the water treatment plant to wapa power. There are certain charges that, uh, there's annual certain annual charges or monthly charges, them with already 2035 at the intake and then we will also be responsible for them at the water treatment plant. So if we if we did nothing we would essentially be paying annual charges times 1.5. Um, so the thinking was we would just get our own meter there, and then not have to do that anymore. It would be either cost equal or maybe a bit beneficial to us. Um 1 other thing that we found out is that back in 2014? There should have been an assignment of wa power from rd 2035 to us along the way that never happened and vapa needs us to put it in our own meter, in order to not have to do this assignment, which is apparently some really long drawn out process that they would have to do. Uh, so they actually cut the price. They they quoted us first around 75 or 777000 for the new meter. Uh, you see the agreement, it's exactly 50,000 dollars. Now, they actually reduced the price. I think to kind of help incentivize us to go ahead with it and, and not do this. Other assignment process thousand such a bargain for a meter. Yes. It's, it's a big meter and operate it. Um, but 1 thing that this does require that is we have a operating agreement with already 2035, that will sign back in 2014, we will have to amend that agreement. There's a section of that agreement that talks exactly about how you split the power, bill every month, and every single line item in the power bill ultimately, it will be simplified because we're not splitting the power bill there anymore, uh but the annual charges, we will have to work out. We just got a email today from up on what other component to it is the common facilities um rd will pay for their proms. We will pay for our promise but somebody hs to pay for the lights and the screen cleaner and if a few other little things so we'll have to work out. Um we're still trying to track down on whose meter. They'll they will land on is it on ours or an rds. So, we'll work that out. And then we've already met with already 2035. Uh, we we think we have a framework of how we will amend the agreement. Um, but we just got the final numbers in today. And uh, so we'll work through that. And then, basically how do we split up the going forward and that'll cme back to the board as a future item. Um we're not trying to make already 2035 any worse off but we're not trying to take on any more expenses than we have to ourselves. So we'll work that out. We have we have an agreement that we can, we can work nmbers and make something that works for everyone. Yes, done. Some of the meter we do but how many of the screens are there, 5 or 6? There's 10 screens all together. Too easy. So the the inn on the downstream side of the screens is basically just a big gallery full of water. And then we have we have 4 pumps on the outside of the screens and already has 5 pumps on the inside of the screens. We, we do that intentionally because they uh, they only operate seasonally and we operate year round and yu're trying to balance the flow through the screen is equally as you can. So it's kind of yeah, set up an opposite side complicated than my simple mind. Or comments from directors? Do we have any comment previously received on this great? Do I have a motion to adopt resolution 20245? DR. Chapman director soulard seconds. Do I have any discussion all in favor? I call in against kept state resolution passes, 3 to zero, we can move on to item number 6. All right, so next 1 next item is another contract with wapa. This is the which is the agreement to use pg's power lines to transmit power offer to us. And that um, says something that we need, we're still using pg's power lines to get the water at the power from waps system to ours. Uh, you notice that there is not a rate schedule in there yet. Uh, wapa is still negotiating with pgd and what the rates are going to be. So, the agreement basically says, we will pay the rates according to the rates schedule, when they work them out, they're meeting in OCTOBER. Uh, they've been arguing back and forth quite a bit so hopefully soon that's completed. It will have the same rates as everybody else has a w. A customer. The other 88 customers will be the same as us. We have a motion from director stallard. Do we have a second? I'll second. Uh do we have any? Oh yes, sorry. Do you have any comments previously? Received. Okay, great. We have a motion and a second to have any discussion. Favor, say I, I all against all okay, motion passes, 3 to 0. Let's move on to the long range board calendar. So it looks like the next thing we have for the board is our meeting is planned for JANUARY, 16 2025. No, that's it. Okay, in woodlands. Uh do we have any comments from board members? For all our staff. Great. Thanks directors, small and chapman stuff. And we are

Woodland-Davis Clean Water Agency - September 19, 2024

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September 19, 2024

Thursday, September 19, 2024

3:00 PM to 4:00 PM

Davis City Hall Council Chambers

23 Russell Blvd. Davis, CA

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directors. Thursday septembar, 19th 2024, captions standing by the motion carries through zero moving on to number 2 general public comment. Okay. The know if I just need to lean. Yeah, closer. Okay. Cool. Mine was not on. I'm sorry. Okay, we have the first item approved 3 to zero. Approval of the minutes. Continuation, of the treasures quarterly report. I don't see anybody here for public comments so we'll move on to item number 3 which is woodland, davies cleaning water agency, general manager. Update the operations. Afternoon. So um, I, I will start and turn over we both have an opportunity to speak today. Uh, a usual topics water supply of the capital improvements projects and then our operations update uh, first kind of look at water supply uh term 911 graphic, you're all familiar with this graphic. Um this term 91 curtailment isn't in effect when the state and the federal projects are releasing. Supplemental water to meet water quality objectives in the delta. And that's that's currently the case. Uh, so whenever this graph, the solid dark line is current water year every day. The graph is updated. And um, the kind of red or pink color, that means turn 91 can or should be in effect. When it's in blue, it could not be in effect, so it has been trending down, but we're still definitely in terms of when territory, they are releasing some extra water right now for what they call x2, um, to me certain there's really solidity in the delta and that's probably going to continue for some time yet. I'm not quite sure how much longer. So expectation is a term that anyone will remain in effect for you said what's in the delta? U, xx2. Yeah they manage solidity in the delta. There's a monitoring station in the delta where they have to meet a certain amount of salinity. And in certain year types and this is 1 of them, they release extra water to manage that differently. That's the extent of my knowledge on that topic. I drive the river road quite a bit and I'm amazed at how high the sacramento river is. So they're they're interesting me flushing tons of water through there. Yep, it's a, it's apparent 1 too many times. Uh this is like orville. Uh, so top of the shaded area is the average for over many years and then the solid the darker blue line is the daily, um, storage capacity, and overall, you can kind of see it did get um, made JUNE this year. It did get completely full and but then they've been releasing water rather or rather fast pay ever since that time and they're still doing that now. So it's been dropping quite a bit. It's still above long term average but getting closer to the launch average. Shasta is pretty similar. Uh, I got nearly full this spring and it's been kind of mainly following us more normal curve. Um, in terms of water release is still a little bit above average so we should be going ito this winter with relatively healthy water storage. I want to talk real quickly about a wrap electrical conversion. There's it's quite a bit of work to do this. It's, it's a little bit more difficult than switching over cable at, at the house. Um, so we're quite a few things working on. Uh we are on track for JANUARY 1 switched. Over it starts at 1 um 1 thing that I do need to mention is that more than 10 years ago? The agency signed a mainline extension contract with pg&e and that was to avoid paying for powerline, a power transmission, line installed to get water to the to the water tumor planet itself. Back in 2013, 2014 that was built, uh, the agency had agreed back then to buy power from pg. For at least 10 years, we are leaving that. A little bit before 10 years is up, a as around, sometime in early OCTOBER next year is, when the ten years is actually officially up uh vapa and I met with pg&e a few weeks ago, not budge on us, paying them. I was kind of like an early leaving penalty. Um, but about 257,000. So we looked at it and said, well, what would happen if we stayed on pg until until NOVEMBER next year, or switch now, and we would end up paying pg&e around 5 to 600,000 more we would with wapa during that same time, period. So, it makes sense as much as we hate to do it. Pay page, early penalty and switch to wap on JANUARY 1 and we have a net savings so to speak of between 100 and 3000000. There there is a range there because it depends a bit on how much water. How much rainfall we get this winter and, uh, pg or sorry. Wapa has 3 different electric rates depending on if it's their own hydro power generation or if they're buying power on the market. Um, but either it's a dry year or a wet yar, we still save money by paying pg instinct switching on JANUARY 1, any any questions on that? I went through that real quickly. Um and then te next 2, items are basically a new, a new meter inclusion to send the check with the with a beautiful arrangement of dead flowers. We we can certainly do that. Actually have to you arrange of dead flowers at my house. Yeah, we can certainly do that. The next 2 items are a new meter at the intake and uh that results in the need to make an amendment to the early 2035 agreement. I'll cover that more in the actual item for that. Bit further down. With that, I'll turn it over to stand to talk about capital. Okay. Uh thanks tim so uh like normal going through a few capital improvements a little updates uh I as you're all aware. So all of the intakes have been replaced. Uh, there were 3 that were a little more aggressive to replace than the other 7. The 7 came out pretty easy but the basically had to remove by cutting them out. Uh, as you can see there, they cut a square out of this 1 and actually the other picture of that 1 there is where there's 2 halves of that screen, uh, being held up. So, um, it took them a bit to get those last 3 but they did do that. Uh, we are required to update our own and manuals as part of this uh effort uh with the fisheries to uh ensure that if if the screens if something should happen with the screens in the future that we have a a written plan on how we address that how jacobs would address that so but all 10 are in, tey've been in for for a bit now. Uh operations are normal the differential between the river and the wet wells is holding very nice. Um, and um, all of the safeties are in place, if you will. So, if that differential does increase, um, pumps wuld start shutting off and, and we'd protect those screens and that in infrastructure. Stan, why did they cut the hole in the 1? So they had to, they were bwed so much that they actually had the the divers in the water. Had a hole in and then cut vertically the whole screen to be able to get them out where they weren't rubbing against the, uh, structure, uh, to remove them. So basically they cut them and then we're able to remove them from the rails. Has there been any advance in screen technology since the originals for this? We but because because we basically have the exact same ones that are that were installed. Those were the ones that were rebuilt because the design takes into account, um, uh, your velocity going through the screens, you're, you're deviate from that between designs as far as new intakes. There could be uh, you know, new engineering methods to to do screens. But we we built the exact same ones as previous. Okay, I kind of wondered if we should even experiment with 1 of our screens. Uh, for example, something with a lighter weight, those things are massive. They are massive, but, but remember, they're also, they need to be structurally solid enough to have that differential. So, you know, the water and weight of the water pressure with the differential, uh, to come through. So, we actually bolstered them a little bit. that is 1 change. They made so to help, hopefully, prevent their heavier. Now they they have yeah they they do have a 1 or 2 more um structural supports in the middle than previous. Yeah, thank you. You did it. We're doing it. Okay? No, you're fine, you're good. Sorry, uh also uh, still out at the intake, we do have that uh, as you as we mentioned you kow, roof access uh access to the screens for cleaning and maintenance has been a challenge. Obviously, the way it was constructed and designed that's been an ongoing challenge. Uh, jacobs is certainly looking at those still, we do have the erosion control project that has been on the books for a while. Uh, we do plan to proceed with that uh rd 2035 is basically managing that and bidding on those. So uh and that is with the dotted line. You see there on the screen, we would be uh, or actually that's where the, the staging area would be. See the, uh, to the south of the intake there, the the grayed out area. Uh, we're going to basically be adding um, rip wrap to that area. So it would bring that bring it back to grade a little bit and add a rip wrap there to prevent erosion in the future. Um, and then at the plant, we do talk with jacobs, on a monthly basis about a number of smaller capital projects there. Um, and then at this point, most we've either identified based on design uh challenges or other impacts where jacobs would would basically install those at their cost, um, as improvements to their design. Yeah. Then they have some culpability for the problems that haven't done with these screens. In other words, have they have they accepted financial responsibility. So we have not received an invoice related to the screens at all, uh, our discussions with them and, you know, we've discussed with the board previously, as, as it was occurring, uh, our discussions with them were certainly that you quiz position, is it was a jacobs issue that created those those challenges and um we have not had any indication that they would be wanting to discuss uh, payment for any of that, uh, that work. Uh, normal slide, you always see, you know, we're, running around 21 million gallons a day, uh, typically that would be a little more uh, in the summer. Uh, and I'll I'll discuss that here, briefly on the next slide. Not the case? But, uh, we still are, are pushing quite a bit of water out uh, all the all the contractor requirements for for regulatory have been met. Uh, and as normal we post, uh, as tim mentioned, we're diverting under our supplemental water, right? Which is not a limiting factor to water at all, uh, for this summer. It's started late enough that we had plenty of, uh, water rights to push, uh, full allotment to the partners. Except we had a power interruption. Uh, due to a outside contractor accident, uh, that uh, basically pulled down a p, genie poll. Uh, we did have a sufferer power loss, it did serge, the plan, it did uh damage the surge arresters uh and some some a little bit of equipment past the surgery. Ers. Uh, but significant damage to the plant was avoided by the surgery, esters basically taking that load um, as part of that, the generator uh, when we were running the generator, uh, because we did not have the time. Uh, we did have a belt that failed, they had just actually worked on that and replaced the belt. So not sure at this point. If, if it was a manufacturer issue with the belt or it was installed, uh, different, um, but the generator failed, we did uh, jake did bring in a backup to the backup. So we did have a backup generator on site. Uh, they did hook that up and run it for about a week uh while they were working on the existing stationary generator getting it up to speed. Um, so then we did switch back to that, uh, off uh, which is significant. Uh, and then we went back on AUGUST 29th, um, part of that and that last bullet you see there is. We did experience low pressure in both cities. Uh, city of davis actually was a bit below 20 psi, uh, which is, kind of a threshold number uh, from a regulatory perspective. So there were some cnversations, um, with the board with the state board around that, I think. The surge arrestor essentially like relay switch. And it's it's it's uh, interesting. I should should have put a picture of it. It's basically think of it as a fuse that blows. Yeah, that's designed to take that load and take that hit and then with minimal damage. So, but basically looks it's interesting. It's just it almost looks like a plastic, um, it it it's, it's a bunch of plastic rings together like this and basically it melts down and and loses contact with the power with the power line. It's basically meant just like a fuse to separate so that that power won't continue and damage other equipment. Okay, it does seem like we're on a on a treadmill here on when it comes to generators. How many generator failures have we had so far. So I'll I'll speak to that here in a minute. Uh, so so, uh, like I said from a mitigation perspective and I'll speak to the generators and what we're doing on that front, uh, here in a second, so um, the city's distribution system. So both cities have, uh, adjusted their operations at the facility or at their cities to mitigate challenges if wood was to go offline suddenly um as an example city of davis we are running at least 1 uh of our wells at all times uh to ensure that we have that coming into the system. Because when we lose would crawl uh here at the city, uh, it takes about 3 to 4 minutes for a well to. Come on start pumping and then actually get water into the system. Um so that's that's and and at high demand, uh, times of the year like summer. That's a challenge. So, we, we 1 well at all times. Now, to help mitigate that low pressure situation. Um, from that perspective, back to the generators? Um, we we're, uh, talking with jacobs. I've had a number of conversations with actually the western uh general manager for jacobs that manages the entire west coast and and western united states. Uh, we will be having from them, a plan to do a forensic evaluation of the entire electrical system, uh, which includes the generator. Uh, a meeting next month with the generator vendor and the maintenance folks that manage that because it's contracted jacobs. Flks don't do it directly uh I will be talking with them directly to discuss the generator and the upkeep and why it wasn't coming on. Uh, another component of that is it's in the electrical side. Even the generator fires up. Uh, a couple of times. Now, we've had a relay within that system that would not allow the generator to start feeding power. Um, I have told jacobs, tim has told jacobs, that is 1 priority at this point because we want to make sure that if that generator fires, we have that power available immediately. Um, so that is their primary focus right now and then, in the next few months, we will be having a plan to do a forensic analysis of the entire electrical system. Uh, and what improvements MAY be necessary to, uh, assist with more reliable, uh, power coming in. So have we had to replace generators or are these are generators are not functioning because of the switch problems. So, so both. So we did replace the generator. They, uh, burned. Basically, the first 1 due to a defect from the manufacturer when it came in that was years ago, they replaced that entirely so it's a brand new generator, uh, and then we've had both situations where uh, like I said we had a mechanical failure with the belt, uh, the other time it ran too long and wasn't serviced. Uh, so it it it uh the the the some of the consumable parts degraded to the point where, uh, it kicked the generator offline. We've also had generator to get to replace that parts within the generator. Yeah, the generator itself was fine. There was some consumable components within there that they hd to maintain and replace and then, and then we have had the relay twice. Now, the relay has failed to allow the generator to, to switch over. Um, that is honestly the most critical issue we've had um, that we need to address right away because it means don't have any. Correct. And that and that is why the cities have adjusted their operation in this period of time to ensure that if if woodco down and not provide water for 10, 20 minutes while the operators, get out and switch the generator over. Both, both the stationary generator and the backup to the backup that they rolled in are both diesel fired. Yes. How much fuel do we use? And what did it cost? It's, it's roughly. I don't know about the current 1, but the last time we did this, it was roughly dollars a day in diesel fuel. So is there a kind of is there a re like how how those costs? So we assume you are so we we have an had that we have not had that discussion with jacobs for the current effort previously. We did not pay for a number of those items um, when it when it failed and when, um, components failed within jacobs system. Um, this time I'm unsure as to where we're going to uh land between us and jacobs on what we recover, what we don't what we pay, what we don't there are some factors there where I qua. Might have some of the costs based on contract language, um, but I certainly wouldn't see us footing the bill for the entirety of of the issue. So who's in charge of scheduling, you said it, was they there wasn't maintenance that was done on the generator and therefore, it wouldn't relay right? Or it seized up whatever you want, right? There was so it wasn't maintained at the proper schedule. So what happened this time? It was mintained. So what what occurs is with the generators? Uh, they should be they should be um every 250 hours 1. It's either like every 6. Months. Quarterly. You come in you take a look right when it's running when it's running under emergency like this. Where it's it's going to be longer. Uh, color cut who is the vendor that uh, basically every 200 to 250 hours of run time, you need to take it down so they can service it. What happened previously when some of those consumables were not, um, uh, were not done and basically it, it sees the generator. Uh, previously jacobs was not aware. That 250 hours was the limit for the run time before you needed to service it this time uh um the current jacob staff can who's the uh project manager. Talked with he said, look, we need to take it down. We need to make sure we service it because we don't want to have that same situation. So this time completely different than the previous time. Now the relay uh, and the the electrical components. Um, I have been in basically very regular communication, with both can and his, uh, area supervisor or manager that that is the, the main focus at this point, is to understand why that relay was not functioning, or if it function correctly, we need to adjust those settings it to switch. Um, and that is that is the current uh, impetus of of the conversations where I've been now. So this, so that I'm sorry, you said it was 10 days, it ran. Uh, ran for about 19 days. This time, 19 days how many hours a day? 20, 24/7. So, did they have they had to take it offline after 200. So what we do is we would schedule with, we would schedule with the 2 cities. They would take it down. Uh, they would switch over to the other backup, right? Okay. Run it while they were servicing this 1. Yeah. So it it was an effort and it wasn't easy. Will sy the communication with the current jacobs team is night and day compared to previous uh times so MR. Chair. I would just like to observe that 1 of the big fights when we were putting this whole thing together with the issue of design, build operate, uh, I think the wisdom of that from a public perspective has been much evidenced by the fact that we've been able to rely on the contractor. But but I think they're design flaws. Unfortunately we're living with, have caught those, they didn't, uh, we're living with the consequences, but at least when something fails, you know. It's their nickel basically write 2 2 an extent. Right there are provisions. Yeah, there are provisions within the contract that, um, uh, you know, would quote would have some costs incurred for some of some of these events we are skating on real thin ice here, I mean, when you don't have backup for your water plan, I mean, I's thank GOD. We still got wells in these towns, but concerns me. Do we have storage out there for diesel? Or do we have to bring a tanker in? So they they would be rolling it in for ramos or another vendor. They would roll they. Well, actually, they did they set it up and they were getting deliveries with the smaller 1. They were getting deliveries every 8 hours into that tank. I'm glad our so on, on the note of note of reliability. The last bullet on the slide. Uh, we, uh, based on the last event that we had with the generator, quote, would quote undertook the effort to produce a deer system and design a deer system which includes battery and solar backup. So in about a year and a half, maybe, uh, when we have this installed the the the plant will not no longer have shutdowns of this nature, you will have a battery uh industrial size battery that will provide probably 4 out, 4 4, 4 hours a a minimum of a backup that wuld provide any any amount of if the generator needs to run, they have plenty of time to get out there and figure out what's going on. Um, so that that is something we're moving forward. Uh, we're we're almost done with preliminary design and then we're talking actually talking with jacobs, in the beginning of OCTOBER to see about implementing and how we want to deliver that project. Do we have any problem for the air quality district about grand this diesel for 19? That is that is also it might be on my next slide actually. Might might be on my next slide is, yes, we did exceed the 200 hours by permit, uh yeah, no stan. What is the financing situation on this? My career is so we have applied for the, the we have applied for the grant uh basically to fund the majority of it. Um, we don't have an answer yet at this point but I'm I'm hpeful. I mean, we, we've been very fortunate like, with the wastewater plant for days. Um it's pretty straightforward program with pg uh sgip it's actually not pg but it's it's the, um, so the oversight board with p. Yeah basically so it's something with jurisdictions so yeah it's not a competitive grant. Um, it's it's there is funding. I mean, obviously they have to have the funds available to do it, but I I haven't seen any challenges with it. Uh, we're doing it here in the city with a few other projects as well. So, the balance that we moved uh, that year and a half timeline that you gave will be able some incremental fashion. Without that balance. We're going to need to move someone. Once we understand a little more on the cost, I think it's going to be a matter of looking in the bank. You know, we, we we have some we have some reserves uh, within the within the fund. So uh, and then our next budget cycle, you know, we always have the the reimbursement in quarter 2. That MAY be something that maybe we talk about not doing this year and we keep those funds from each of the cities to to, you know, help augment, whatever we're going to need for this. Um but at this point I I don't see a significant capital load. Um but we we'll see what comes forward. So you're optimistic. I am year and a half actually we'll have the battery. I would love it. I'm always optimistic. Yeah. Uh, this this the more realist over on this side. Um, but but I would, I would say we're progressing quick. Yeah. The reason. I'm sure jurisdictions have been made aware that this is going on. I know you've spoken to them. Yes, but also this is the kind of thing where if there's shortfalls it seems like a very high all the jurisdictions and maybe there's some dollars we can dig up here and there obviously last resort but uh like this is critical and, you know, on 1 end it's critical basic need uh, to have backup energy supply on their on the other hand, im assuming this is 1 of the first micro grid projects anywhere for water agency. I don't know. Is it, you know, it's a great question. I don't know that we've looked. I from a, from a consultant perspective who we're working, you know, we're workin

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