BOARD OF DIRECTORS MEETING MINUTES OCTOBER 15, 2018 10:00 AM (Paragraph numbers cincide with agenda item numbers) A regular meeting f the Santa Clara Valley Water District (District) Capital Imprvement Prgram Cmmittee (Cmmittee) was called t rder in the District Headquarters, Bard Cnference Rm A-124, 5700 Almaden Expressway, San Jse, Califrnia, at 10:00 a.m. 1. CALL TO ORDER: 1.1 Rll Call. Cmmittee members in attendance were District 6 Directr T. Estremera, and District 5 Directr N. Hsueh, Chairpersn presiding, cnstituting a qurum f the Cmmittee. District 4 Directr L. LeZtte was excused frm attending. Staff members in attendance were N. Camach, Chief Executive Officer (CEO), M. Baratz, J. Bernhardt, J. Cllins, M. Ck, C. Hakes, M. Meredith, N. Nguyen, L. Orta, K. Oven, B. Redmnd, L. Rssiter, S. Tikekar, C. Tullch and T. Yke. 1.2. Time Open fr Public Cmment n any Item nt n the Agenda. Chairpersn Hsueh declared time pen fr public cmment n any item nt n the agenda. There was n ne present wh wished t speak. 2. APPROVAL OF MINUTES: 2.1. Apprval f September 10, 2018 Meeting Minutes. The Cmmittee cnsidered the attached minutes f the September 10, 2018 meeting. Mr. William Sherman, Water Rate Advcates fr Transparency, Equity and Sustainability (WRATES), discussed WRATES activities n behalf f San Jse Water Cmpany (SJWC) custmers, and the frmal investigatin f SJWC billing practices and judicial hearings, as cntained in Handut 2.1-A, herein. Cpies f the Handut were made available t the Cmmittee and public. Directr Hsueh requested the minutes be amended n Page 4, Item 3.1, Bullet N. 1 as fllws: That Encurage staff t begin wrking n a reprt t be shared with the vters prir t the next electin, that cnfirms the status f 1
3. ACTION ITEMS: prjects and cmpleted prjects thinking f reprts that cmmunicate District accmplishments under the Safe, Clean Water Prgram. It was mved by Chairpersn Hsueh, secnded by Directr Estremera, and carried that the minutes be apprved as amended. 3.1. Fiscal Year 2019 Cnsultant Agreements and Amendments t Existing Cnsultant Agreements. Mr. Chris Hakes, Deputy Operating Officer, Mr. Ngc Nguyen, Deputy Operating Officer, Ms. Katherine Oven, Deputy Operating Officer, and Mr. Sudhanshu Tikekar, Deputy Administrative Officer, reviewed the infrmatin n this item, per the attached Cmmittee Agenda Mem as fllws: Mr. Hakes reviewed Item N. 1, Mr. Nguyen reviewed Item N. 2, Ms. Oven reviewed Item N. 3, and Mr. Tikekar reviewed Item N. 4. The Cmmittee requested the fllwing: Regarding Item 3.1, N. 2, Permanente Creek Prject: Staff t clarify fr the Bard that the amendment is needed fr additinal engineering supprt during cnstructin fr Permanente Creek is due t the extended duratin f the prject cnstructin perids at McKelvey Park and Ranch San Antni (RSA), and t advise the Bard f the ptential impacts t the cnstructin management cntracts assciated with the extended cnstructin schedule; Staff t investigate the pssibilities f supplementing cnstructin management services fr Permanente Creek Prject with in-huse staff resurces; and Staff t clarify fr the Bard that the prpsed budget adjustment des nt affect Fund 26 Safe Clean Water reserves. Regarding Item 3.1, N. 4, Sftware Upgrades and Enhancements t Gegraphic Infrmatin System (GIS): Staff t advise the Bard f the Cmmittee s supprt f a Request fr Prpsals prcess fr the GIS Upgrades and Enhancements Prject. 3.2. Capital Prjects Status Updates Cnstructin. Ms. Oven, Mr. Nguyen, and Mr. Tikekar reviewed the infrmatin n this item, per the attached Cmmittee Agenda Mem. The crrespnding presentatin materials cntained in Attachment 1 were reviewed by staff as fllws: Ms. Oven reviewed Items 1, 2, and 8; Mr. Nguyen reviewed Items 3 thrugh 7 and 9 thrugh 13; and Mr. Tikekar reviewed Items 14 and 15. Mr. Nguyen briefed the Cmmittee n staff s respnse t the City f Milpitas claim fr damages t landscaping assciated with the Berryessa Creek prject, 2
and nted that staff is wrking with the U.S. Army Crps f Engineers and the cnstructin cntractr t reslve the matter. Chairpersn Hsueh expressed the Cmmittee s expectatin that at least 40-50 percent f prject cnstructin be managed by internal staff, and made the fllwing request: That the decisin prcess fr using internal cnstructin management staff be incrprated int the Cmmittee presentatin n lessns learned frm large cnstructin prjects. 3.3. Pririty Ranking Criteria fr the Capital Imprvement Prgram. Ms. Beth Redmnd, Capital Prgram Planning and Analysis Manager, reviewed the infrmatin n this item, per the attached Cmmittee Agenda Mem; and reviewed the crrespnding presentatin materials cntained in Attachment 1. Chairpersn Hsueh reiterated that Envirnmental Justice and Disadvantaged Cmmunities was t be set apart as a categry f its wn, and nt included with the Cmmunity Engagement, and she expressed supprt fr increases t weight value fr the Envirnmental and Natural Resurces Sustainability qualifying criteria. The Cmmittee requested the fllwing: Include a separate categry fr Envirnmental Justice and Disadvantaged Cmmunities in the Capital Imprvement Prgram (CIP) Pririty Criteria fr all prject sectins, and investigate weight value and qualifying criteria and bring back a prpsal fr the Cmmittee s cnsideratin; Utilize prpsed Envirnmental Justice language n Page 18, Prmtes envirnmental justice r has a psitive impact n disadvantaged cmmunities (EL 1.1), in all prject sectins; Staff t investigate assigning a higher weight t Envirnmental and Natural Resurces Sustainability by reducing the weight value f the Primary Objective categry in Water Resurces Stewardship Prjects, Page 19; Staff t investigate reduced carbn ftprint alternatives fr weighting criteria in Infrmatin Technlgy and Capital Imprvement Prject criteria; and Staff t investigate hw infrmatin technlgy prjects can benefit natural resurces sustainability and include weighting criteria. The Cmmittee cntinued the item t the next regularly-scheduled meeting n Nvember 19, 2018. 3
3.4. 2018 Capital Imprvement Prgram Cmmittee Wrk Plan. Ms. Jean Chen, United Assciatin f Plumbers, Pipefitters and Refrigeratin Fitters Lcal Unin 393, expressed supprt fr inclusin f the Prject Labr Agreement in the Cmmittee s Wrk Plan. Chairpersn Hsueh reviewed the infrmatin n this item, per the attached Cmmittee Agenda Mem; and reviewed the crrespnding presentatin materials cntained in Attachment 1. The Cmmittee requested the fllwing additins t the Cmmittee s Wrk Plan: Discussin f Prject Labr Agreements (PLAs) after January 2019, t include the fllwing: Overview f PLAs; Hw des a PLA different frm current practice; Case studies frm ther agencies with PLAs, including prs and cns; District plicy n PLA; Other agencies plicies n PLA; Best practices fr implementing a PLA; Public input prcess n PLA; Targeted Hiring Agreement; and Establish schedule fr Cmmittee cnsideratin f PLA: Meeting N. 1 Overview f PLA, Meeting N. 2 Review intricate parts f PLA, and Meeting N. 3 If it makes sense t mve frward with PLA implementatin; and CIP Implementatin Discussin f lessns learned t include: Lessns learned n current large-scale prject in cnstructin phase, and Level f in-huse cnstructin management resurces; and CIP Develpment sectin: Dam Seismic Retrfit Prgram Update; and That Ms. Oven wuld respnd t Bard Member Request N. R-18-0016 via the CEO Bulletin that staff will be wrking with the Bard s CIP Cmmittee t respnd. 4
Chairpersn Hsueh cnfirmed the Cmmittee s next regular meeting was scheduled fr 10:00 a.m. n Nvember 19, 2019. 4. INFORMATION ITEMS: 4.1. Staff Respnse t Public Cmment Email Frm Dug Muirhead Dated August 6, 2018 Regarding Capital Imprvement Prgram Mitigatin Mnitring. The Cmmittee nted the infrmatin, withut frmal actin. 4.2. Email Frm William Sherman Dated September 22, 2018, Regarding Water Rate Increases. 5. ADJOURN: The Cmmittee nted the infrmatin as cntained in Mr. Sherman s email and additinal infrmatin cntained in Handut 2.1-A, herein, withut frmal actin. 5.1. Clerk s Review and Clarificatin f Cmmittee Requests and Recmmendatins. Ms. Michelle Meredith, Deputy Clerk, read the fllwing requests int the recrd: Regarding Item 3.1, N. 2, Permanente Creek Prject: Staff t clarify fr the Bard that the amendment is needed fr additinal engineering supprt during cnstructin fr Permanente Creek is due t the extended duratin f the prject cnstructin perids at McKelvey Park and RSA, and t advise the Bard f the ptential impacts t the cnstructin management cntracts assciated with the extended cnstructin schedule; Staff t investigate the pssibilities f supplementing cnstructin management services fr Permanente Creek Prject with in-huse staff resurces; and Staff t clarify fr the Bard that the prpsed budget adjustment des nt affect Fund 26 Safe Clean Water reserves. Regarding Item 3.1, N. 4, Sftware Upgrades and Enhancements t Gegraphic Infrmatin System (GIS): Staff t advise the Bard f the CIP Cmmittee s supprt f a Request fr Prpsals prcess fr the GIS Upgrades and Enhancements Prject. Regarding Item 3.2: That the decisin prcess fr using internal cnstructin management staff be incrprated int the Cmmittee presentatin n lessns learned frm large cnstructin prjects. 5
Regarding Item 3.3: Include a separate categry fr Envirnmental Justice and Disadvantaged Cmmunities in the CIP Pririty Criteria fr all prject sectins, and investigate weight value and qualifying criteria and bring back a prpsal fr the Cmmittee s cnsideratin; Utilize prpsed Envirnmental Justice language n Page 18, Prmtes envirnmental justice r has a psitive impact n disadvantaged cmmunities (EL 1.1), in all prject sectins; Staff t investigate assigning a higher weight t Envirnmental and Natural Resurces Sustainability by reducing the weight value f the Primary Objective categry in Water Resurces Stewardship Prjects, Page 19; Staff t investigate reduced carbn ftprint alternatives fr weighting criteria in Infrmatin Technlgy and Capital Imprvement Prject criteria; and Staff t investigate hw infrmatin technlgy prjects can benefit natural resurces sustainability and include weighting criteria. Regarding Item 3.4: The Cmmittee requested the fllwing additins t the Cmmittee s Wrk Plan: Discussin f Prject Labr Agreements (PLAs) after January 2019, t include the fllwing: Overview f PLAs; Hw des a PLA different frm current practice; Case studies frm ther agencies with PLAs, including prs and cns; District plicy n PLA; Other agencies plicies n PLA; Best practices fr implementing a PLA; Public input prcess n PLA; Targeted Hiring Agreement; and Establish schedule fr Cmmittee cnsideratin f PLA: Meeting N. 1 Overview f PLA, Meeting N. 2 Review intricate parts f PLA, and Meeting N. 3 If it makes sense t mve frward with PLA implementatin; and 6
CIP Implementatin Discussin f lessns learned t include: Lessns learned n current large-scale prject in cnstructin phase, and Level f in-huse cnstructin management resurces; and CIP Develpment sectin: Dam Seismic Retrfit Prgram Update; and That Ms. Oven wuld respnd t Bard Member Request N. R-18-0016 via the CEO Bulletin that staff will be wrking with the Bard s CIP Cmmittee t respnd. 5.2 Adjurn t Regular Meeting at 10:00 a.m. n Nvember 19, 2018, in the Santa Clara Valley Water District Headquarters Bard Cnference Rm A-124, 5700 Almaden Expressway, San Jse, Califrnia. Chairpersn Hsueh adjurned the meeting at 11:35 a.m. t the next scheduled meeting at 10:00 a.m., n Nvember 19, 2018, in the Santa Clara Valley Water District Headquarters Bard Cnference Rm A-124, 5700 Almaden Expressway, San Jse, Califrnia. Apprved: Nvember 19, 2018 [riginal signed by] Michelle Meredith Deputy Clerk f the Bard 7