January 13, 2006
TO: Mayor
and Council
From: Jennifer N. M.
Coile, AICP, City Manager
Mark S. Davis, Project Manager – Water Infrastructure Project
Re: Report on Trip to Seattle by City officials December 12-13, 2005
Trip
Participants and Itinerary
On December 12, 2005
Vice-Mayor Priscilla Hill, Councilman Arturo Medina and consultant Mark Davis
flew to Seattle for an afternoon meeting at the office of the U.S. Economic
Development Administration (EDA). They spent
the night in order to be available for additional meetings the next morning and
flew back mid-day on December 13.
Purpose and
History of the Trip
In November of 2005, Mayor
Dan Reed directed staff to explore the possibility of sending a delegation of
City staff to brief EDA staff in Seattle as to the progress of the City’s
efforts to implement the EDA funded San Juan Bautista Water Project. As a member of the City’s Water
Sub-committee, along with Vice-Mayor Priscilla Hill, the Mayor felt it would be
useful to brief EDA in person as to the current status of the City’s timeline
and financing commitments, given the City’s lack of success in scheduling any
further negotiating meetings with the San Benito County Water District
regarding the proposed business agreement.
City staff responded to
the Mayor’s request by scheduling a December 12, 2005 meeting in Seattle. The original presentation party scheduled to
travel to Seattle was to include Water Committee members Reed and Hill and City
manager Jennifer Coile. Due to health
concerns, Mayor Reed was unable to fly to Seattle for the meeting. He requested that Vice-mayor and Committee
Member Hill lead the group and asked Council Member Arturo Medina to attend as
well. Also due to health and family
concerns, it was determined shortly prior to the scheduled trip that City
manager Jennifer Coile would be unable to attend. Mayor Reed requested that Consultant Project
Manager Mark Davis also attend the meeting in Seattle, at his own expense.
Presentation
made to EDA representatives
The three City
representatives met with staff members of EDA’s Seattle office to describe the
implementation of the Water Infrastructure Improvements Project, partially
funded by grant from the US EDA. The
City representatives distributed copies of a graphic document, “San Juan
Bautista Water System Improvement Project Status Report and Master Schedule, “
which contains two timelines: pre-construction actions from January 2005 to
September 2006 and construction schedule.
The City representatives then described the following aspects of project
status:
§
In August 2005, the City Manager and Project Manager met with engineers
MWH Americas re completion of engineering design (In 2002, they completed the
project engineering construction drawings to 95% design in 2002 and need to
complete it to 100% to include in the construction bid documents to be issued
in April 2006.)
§
In October 2005, the City entered into an agreement with Pacific Gas and
Electric Company to participate in the “Savings by Design” program for the
water system improvements. At no cost to
the City, the PG&E engineers will review the proposed project design and
offer rebates for any energy efficiency measures constructed in the project. This will contribute to lower construction
costs as well as lower operating costs for years to come.
§
Staff has been in contact with Caltrans concerning the implementation of
the approved STIP Grant of $883,000 for 4th Street storm drainage
and road reconstruction.
§
City received the environmental review from the US Fish and Wildlife
Service and distributed copies of the letter of August 5, 2005.
§
City has not yet received review comments from the California State
Office of Historic Preservation and asked State Senator Jeffrey Denham to assist.
§
Jan Sweigert of the California Department of Health Services Drinking
Water Field Operations Branch completed review and comment on the 95% design
plans and submitted comments on November 2, 2005
§
The City Council adopted Resolution 2005-30 on August 23, 2005 “Affirming
the City’s commitment to successfully execute the EDA funded water project.”
§
The City Council approved a Phase 1 water rate increase that went into
effect in September 2005.
§
In the fall of 2005, all City Public Works staff were given a training
course to prepare them for the State exam in Water Distribution System Operator
in April 2006
§
In October, the City Manager met with one of the two affected property
owners about land acquisition for the project
§
On November 15, 2005, the City Council approved entering into a contract
with Bracewell Engineering Inc. for review of the project construction
drawings, field inspection during construction, and preparation of the
Technical/Managerial/Financial documentation required by State Drinking Water
regulations for the new water treatment plant
§
On November 15, 2005, the City Council authorized the Mayor and City
manager to negotiate a line of credit with San Benito Bank for pre-construction
expenses i.e. December 2005 to August 2006 for expenses such as land appraisals
§
On November 15, 2005, the City Council approved a contract with Bartle
Wells Associates to assist the City with identifying private project financing
for the City’s local match if needed, pending confirmation of the San Benito
County Water District’s contribution to the project. A table of preliminary
financing alternatives comparison of 10/12/2005 was provided.
§
In December, 2005, Bartle Wells Associates of Berkeley, CA began
preparation of the required water rate study
Copies of correspondence
and emails with the San Benito County Water District concerning the project
agreement were provided. The meeting was informational and no action or
decisional items were contemplated.
Funding of
the trip
Travel costs of Vice-Mayor
Hill and council Member Medina were paid for by the City. Consultant Mark Davis paid for all of his
travel costs personally and agreed that the costs would not be reimbursed by
the City.
The City Manager’s charge
card was used for two Air Alaska tickets at $312.40 each, and one hotel night
for each person at $263. Hill and Medina
paid for airport transfers and meals and did not request reimbursement from the
City. The Alexis Hotel was selected
because it is across the street from the Federal Office Building therefore taxi
fare expenditures could be avoided.
The Vice-mayor’s and
Councilman’s travel costs are being charged to the Water Enterprise Fund, not
to a General Fund account. The costs
were identified in the Special Council meeting of January 12, 2006 on FY05/06
Mid-Year Budget Adjustment and will be ratified at the Council’s regular
meeting on January 17, 2006.