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06/18/1991, C-13 - WHALE ROCK COMMISSION MEETING, JUNE 19, 1991
111 i�l�lll�lllllll�l`�I�IU MEETING DATE: cityo san suis oBIspo June 18 1991 COUNCIL AGENDA REPORT ITEM NUMBER� FROM: William T. Hetland Utilities Director�� SUBJECT: Whale Rock Commission Meeting, June 19, 1991 CAO RECOMMENDATION: Receive and file. Comment if necessary to provide direction to City representative/staff. DISCUSSION: The Whale Rock Commission's annual meeting on Thursday, June 19, 1991 will address the following key items: 4. Annual Budget and Financial Statement - Review and approval of the annual Whale Rock Commission budget and financial statement. I ��3- AGENDA WHALE ROCK COMMISSION MEETING WEDNESDAY, JUNE 19, 1991 CITY HALL HEARING ROOM 990 PALM STREET, SAN LUIS OBISPO, CA 12:00 NOON Commissioners lunch at JP's Bar and Grill Restaurant Monterey and Osos Streets, San Luis Obispo 130 p.m. Commissioners reconvene in City Hall Hearing Room, 990 Palm Street, San Luis Obispo Roll Call: Ron Dunn, City of San Luis Obispo Commission Vice Chair John Dunn, City of San Luis Obispo Commission Secretary Doug Gerard, California Polytechnic State University . Commission Chair Carmen Salvato, California Men's Colony Carlos Madrid, California Department of Water Resources Bill Statler, City of San Luis Obispo PUBLIC COMMENT PERIOD (5 Minutes) INTRODUCTION of Ken Weathers, Water Division Manager and Bob Hamilton, Water Supply Supervisor. 1. Minutes - Approval of draft minutes of the June. 20 and September 5, 1990 meetings. 2. Election of Officers - Annual election of the Whale. Rock Commission Chairperson and Secretary. 3. Resolution of Appreciation for Doug Gerard. 4. Annual Budget and Financial Statement - Review and approval of the annual Whale Rock Commission budget and financial statement. 5. Operation of Percolation Pond. 6. San Luis Obispo Water Treatment Plant Meter. 7. Status Report on Whale Rock Pump Station Modification. C-!3 -a. ITEM 1 )RAFT .MINUTES` WHALE ROCK COMMISSION MEETING Wednesday, June 20, 1990 City/County Library Community Room 995 Palm Street San Luis Obispo, California :OMMISSION MEMBERS. PRESENT: Doug Gerard, California Polytechnic State University Commission Chair Ron Dunin, City of San Luis Obispo, Commission Vice Chair Carlos Madrid, California Dept. of Water Resources John Dunn, City of San Luis Obispo, Commission Secretary Carmen Salvato, California Mens Colony William Statler, City of San Luis Obispo :ITY STAFF PRESENT: Barry Daffern, Water Supply Supervisor William Hetland, Utilities Director Allen Short, Water Division Manager Lisa Woske, Recording Secretary OLL CALL heirman Doug Gerard called the meeting to order at 1:30 p.m. and invited omments from the audience in accordance with the Brown Act (items not on he agenda) . MINUTES he draft minutes of the March 13 , 1990 meeting were approved as amended. ELECTION OF OFFICIALS ommr. Salvato nominated Commr. Gerard for Commission Chairman. Commr. unin seconded the nomination. here were no other nominations for Chairman. ommr. Statler nominated Commr. Dunnas Commission Secretary. Commr. Madrid econded the nomination. here were no other nominations for Secretary. C-13-3 fN - ROCK COMMISSION MINUTES JL 202 1990 'age 2. [t was unanimously agreed upon that Commr. Gerard would serve as Chair and ;ommr. Dunn would serve as Secretary. S. ANNUAL BUDGET AND FINANCE STATEMENT Alen Short presented the staff report and discussed the annual budgeting 3rocess. He discussed the statement in detail, outlining three significant :hanges regarding the Whale Rock Conveyance and Pumping System upgrade, appraisal of the Mainini property, and the increased electrical cost allocation. He recommended approval of the 1990-91 budget with the significant budget changes as requested and to provide staff with direction )n the fund balance level. :ommr. Dunn moved to defer discussion on the Whale Rock Conveyance/Pumping System until discussion under Agenda Item 15. lom-r. Madrid seconded the motion. The motion passed unanimously. There was Commission discussion about the fund balance level. Commr. Statler moved to direct staff to review the fund balance level and capital reserve account and come back with more line item specifics. Commr. Dunn seconded the motion. >airman Gerard did not feel the balance should be below $500, 000 . 00 . The motion passed unanimously. +. PONDING AREA LEASE WITH MAININI FAMILY 3arry Daffern presented the staff report and noted that purchase appraisals 4ere being obtained and staff would bring back recommendations , based upon chose appraisals, to the October meeting. He recommended the Commission receive and file the report . 4r. Short noted that the current annual fee paid is $1920 and the proposed Agreement would increase that fee to $4000. :o Statler suggested formalizing the rental Agreement as of this date until a resolution was arrived upon. C-13-�f 4HALE ROCK COMMISSION MINUTES lune 20. 1990 'age 3. Ir. Daffern noted that the Agreement would have to increase water allocation. for cattle, which is nor part of the original informal Igreement. :ommr. Dunn suggested maintaining the $1920 rate until the appraise Is are !n and a purchase decision is made. :hairman Gerard agreed, but was concerned with the liability of a 'handshake" agreement. ;ommr. Selvato asked staff to determine if a written agreement already :xists. ommr. Statler moved to receive and file the Leasing Report. :ommr. Madrid seconded the motion. 'he motion passed unanimously. CHORRO PUMP FACILITIES TRANSFER AGREEMENT AND OPERATION PROCEDURE FOR THE CALIFORNIA MEN ' S COLONY 'r. Short presented the staff report and recommended the Commission approve nd execute the agreement and approve the operational procedure as resented. ommr. Salvato moved to accept the staff recommendation and implement the rocedure. ommr.. Madrid seconded the motion. he motion passed unanimously. COMMISSION CHAIR ' S AUTHORITY EXPANSION r. Short discussed the staff report and recommended the Commission allow he Chairman to approve contracts, expenditures, and agreement odif is ations up to $25,000 and if business warrants, the Commission will meet quarterly. ommr. Statler moved to accept staff recommendation. ommr. Dunn seconded the motion . he motion passed unanimously. Chairman Gerard abstained from voting. C-13-S WV- E ROCK COMMISSION MINUTES 20, 1990 Page 4. 7. WHALE ROCK RESERVOIR PUMPING CAPABILITY AND CONVEYANCE SYSTEM Mr. Short presented the staff report and recommended the Commission approve Alternative #1. Polly Boissevain, Leedshill-Herkenhoff representative, presented an overview of their study report and findings. William Bardin, Leedshill-Herkenhoff representative, also discussed in detail the report findings as they related to this project and presented his professional recommendations. Commr. Statler discussed the possibility of having budget phasing to handle the overall project cost. Mr. Bardin replied that .such phasing would increase the overall cost by 10- 15%. There was general Commission discussion on the alternatives presented. Conies of the study report were distributed at this time for review. CL,-..,tr. Dunn moved to approve Alternative #1 as suggested by staff. Commr. Statler seconded the motion. Commr. Salvator stated he wanted more time to study the report . William Hetland discussed the basis for the staff recommendation and the proposed solutions. Don Smith, Vista Lago, was concerned with the project liability and felt the need to increase the capacity did not look likely , due to the drought . The motion passed unanimously. Commr . Dunin moved to adopt the Resolution 1990 Series with Leedshill- Herkenhoff proposed at the $136,000 limit . Commr . Salvato seconded the motion . The motion passed unanimously . The Commission then discussed general design parameters , e . g. community sensitivity and building/site aesthetics . WHALE ROCK COMMISSION MINUTES June 20, 1990 Page 5. There being no further business to come before the Commission, the meeting adjourned at 3:15 p.m. to the next regular meeting of October 18 , 1.990 . Respectfully submitted, Lisa Woske Recording Secretary WHALE ROCK COMMISSION MEETING MINUTES SEPTEMBER 5, 1990 COMMISSION MEMBERS :PRESENT: Ron Dunin, City of San Luis Obispo (Vice Chair) John Dunn, City of San Luis Obispo (Secretary Doug Gerard, Cal Poly University (Chairman) William Statler, City of San Luis Obispo William Cook for Carmen Salvato; California Men's Colony ZOMMISSION. MEMBERS ABSENT: Carlos Madrid, California Dept. Water Resources PUBLIC COMMENT PERIOD Paul Enns, Paso Robles Beach Water Association Board representative, discussed the organization of the group in charge of developing additional water sources; the group included Clint Milne and George Brett. He noted an 8% reduction in water use over the past year and the meter installation by Morro Rock Mutual. He was concerned about the new difficulties presented by the water situation and suggested working with a Commission representative to participate in seeking solutions with the PRBWA and investigating a water trade. He stated they needed an additional 300 acre/feet to meet area demands. The public comment period was then closed. 1. REQUEST FOR APPROVAL OF CONTINGENCY PLAN FOR EMERGENCY SUPPLEMENTAL WATER SUPPLY FROM THE CITY OF MORRO BAY William Hetland presented the staff report and recommended the Commission accept Alternative 3 as outlined in the staff report. He discussed the Alternatives in detail and noted that the requested amount was small and did not threaten the San Luis Obispo situation. Chairman Gerard opened the public hearing. Rosemary Sheetz, Mayor of Morro Bay, discussed the city's 3-point water plan, which included using county Golf Course and PG&E water first before using Whale Rock water. She discussed the potential emergency situation and the conservation mode of Morro Bay, despite an increase in population. She stated the city was prepared to ration and that Alternative 3,. as suggested by staff, was acceptable. C-13-8 WHALE ROCK COMMISSION SEPTEMBER 5, 1990 MEETING MINUTES PAGE 2. John Baker, Morro Bay Council member, discussed his concern with low tank levels in the event of fire fighting, noting the large pier fire 18 months ago. He felt reserves needed to be assured to adequately fight fires. Chairman Gerard asked staff if the Whale Rock line could be activated in a short time to quickly aid in fire fighting. ' Mr. Hetland discussed the existing turn-out and modifications to it. He noted the preferred way of fire fighting would be to have adequate water in city tanks for immediate access. Chairman Gerard closed the public hearing. Commr. Dunn moved to grant the request for emergency water, subject to staff-recommended conditions, accepting Alternative #3 to include loan restrictions. Mr. Cook seconded the motion. The Commission agreed unanimously and the motion passed. Commr. Dunin felt the water should be appropriated according to the per- centages in which the entities are participating. Commr. Dunin moved that the 100 acre/feet identified for the Morro Bay emergency water supply be prorated, based on the proportionate shares of each Commission member in the Whale Rock dam. Commr. Statler seconded the motion. Dommr. Dunn clarified that those percentages were 55/34/119 respectively. The Commission agreed unanimously and the motion passed. There being no further business, the meeting adjourned at 9:45 a.m. Respectfully submitted, Lisa Woske Recording Secretary MffnNG DATE June 19, 1991 WHALE ROCK COMMISSION REPORT "'"""4 FROM: William T. Hetland, Utilities Director SUBJECT: Whale Rock 1991-93 Financial Plan and 1991-1992 Budget BACKGROUND: Attached is the 1991-93 Financial Plan and Approved 1991-1992 Budget for the Whale Rock Commission. Also attached is the audited financial statement for the Whale Rock Commission for fiscal years ending June 30, 1990 and 1989. Staff will review these budget documents in detail during the Commission meeting and answer any questions. RECOMMENDATION: Adopt the Whale Rock 1991-1993 Financial Plan and Approved 1991-1992 Budget. c-13 - 10 Preliminary 1991 - 1993 FINANCIAL PLAN & APPROVED 1991 - 1992 BUDGET WHALE ROCK COMMISSION Section A OPERATING PROGRAMS PUBLIC UTILITIES PROGRAM: Reservoir Operations OPERATION: Whale Rock Commission DEPARTMENT: Utilities FUND: Whale Rock Fund 1989-90 1990-91 1991-92 1992-93 PROGRAM COSTS ACTUAL BUDGETED REQUESTED PROPOSED Staffing S 149,300 S 169,800 S 185,500 S 195,600 Contract services 21,100 55,200 48,100 30,500 Other operating expenditures 232,100 328,700 351,800 368,900 Minor capital _0 12000 _ 0 0 Total S 402;500 f 565,700 S 585,400 S 595,000 PROGRAM DESCRIPTION The Whale Rock commission is a joint powers agency with six voting members who represent three state agencies and the city. This commmissi +a was formed to build the Whale Rock Reservoir and set policy for its operation. The City of San Luis Obispo, California Men's Colony(CMC), and California Polytechnic State University(Cal Poly) are the actual water users, sharing the costs and benefits of the reservoir in proportion to their original investment, with the city at 55 percent, Cal Poly at 34 percent, and CMC at 11 percent. The reservoir operations program provides for raw water storage in a 40,600 acre-foot reservoir and raw water delivery through 19 miles of conduit and two pump stations to the agencies of the Whale Rock commission. The program goal is a reliable, easily treatable supply of raw water for the participating agencies and other customers. This program has six major activities ■ Waua coAacd^ triovogie mrd delivcr3L Collecting and storing raw water, pumping raw water to member agencies and other customers (20 percent of the program) ■ Su vviffmtti Patrolling and inspecting the dam, reservoir, conduit and pump stations to prevent vandalism and contamination (20 percent of the program) ■ Equ pmeumattarmrce. Performing periodic preventive maintenance,repairing damaged equipment, and replacing worn and obsolete parts (35 percent of the program) ■ ReconAempin& Preparing records and reports forr local, state, and federal agencies (15 percent of the program) ■ Po 9fflvudwL Generating electricity from a 48 kilowatt turbine generator for sale to Pacific Gas & Electric (5 percent of the program) ■ Gmwuftvakvmrh rg* Releasing and ponding water to recharge aquifers used for the town of Cayucos (5 percent of the program) STAFFING SUMMARY Regular Positions Utiltities Director 0.1 0.1 0.1 0.1 Utilities Engineer 0.1 0.1 0.1 0.1 Water Division Manager 0.1 0.1 0.1 0.1 Administrative Analyst 0.1 0.1 0.1 0.1 Administrative Secretary 0.1 0.1 0.1 0.1 Water Supply Supervisor 1.0 1.0 1.0 1.0 Water SuTotapply Operator 2.0 2.Q ?.0 ?.0 3S 3.5 3.5 3.5 Temporary positions Full-time equivalents 0.4 0.4 0.4 0.4 D-44 C-13- 13 PUBLIC UTILITIES PROGRAM: Reservoir Operations (continued) DEPARTMENT: Utilities SIGNIFICANT EXPENDITURE AND STAFFING CHANGES ■ 1991-93: Ongoing replacement of the reservoir fences at about 1-1/4 miles per year will require an additional $8,000 each year. ■ 1991-92 A baseline cathodic protection survey for the delivery pipeline will cost $11,600 in 1991-92. ■ 1991-93. Increasing use of Whale Rock water will require additional electricity for pumping at a cost of$60,000 in 1991-92 and $65,400 in 1992-93. ■ 1991-92- A seismisafety evaluation of the dam required by the state will cost $5,300 in 1991-92. 1991-93 PROGRAM OBJECTIVES ■ 1991-92 Complete the telemetry system installation ■ 1992-93: Construct pump station modifications to improve water flow during peak delivery operations PERFORMANCE AND 1989-90 1990-91 1991-92 1992-93 WORKLOAD INDICATORS ACTUAL PROJECTED ESTIMATED ESTIMATED Acre-feet of raw water pumped 3,576 3,500 3,500 3,500 Reports filed with regulatory agencies 100 100 100 100 Interruptions in water delivery 6 12 6 6 D-45 �_/� 1 tl A A A A tl tl A A n tl tl . u n M w . 0 0 0 o p 0 0 0 0 . 0 . 0 0 0 0 0 0 0 O 0 0 0 0 0 0 0 O O O O . O . 0 0 a P W . 0 0 0 O O O O pp pp . p . O p O O O O p . O . O O O O O pp O O p O pp O O p O . p O N'W M PMN.t M M P`O 1./O� Uf O In N pf lf1 O IH O O In In O M.O 1f,A•O M.O 0 NCA o In . 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O 1— G u Wej. t O r W s _ A a x C-13- 15 PUBLIC UTILITIES PROGRAM .Whale Rock Fishing OPERATION: Whale Rock Commission DEPARTMENT: Utilities FUND: Whale Rock Fund 1989-90 1990-91 1991-92 1992-93 PROGRAM COSTS ACTUAL BUDGETED REQUESTED PROPOSED Staffing $ 10,700 $ 11,800 $ 18,400 $ 18,400 Contract services 6,600 8,500 2,500 2,900 Other operating expenditures 800 1,400 1,200 1,300 Minor capital _Q _0 _Q _0 Total $ 18,100 $ 21,700 S 22,100 $ 22,600 PROGRAM DESCRIPTION The Whale Rock fishing program provides for the operates and fnainraiee the fishing facilities built in 1981. The program goal is dean, fractional fishing facilities which do not jeopardize the purity of the raw water in the reservoir. This program has three major activities ■ ck oomo.mvi m Collecting fees,controlling admittance,providing direction and advice(34 percent of the program) ■ Btr kUngr and words mausmosce, Cleaning and tending buildings, removing trash and litter, performing minor repairs (33 percent of the program) ■ Sunwifame. Patrolling fishing activities to prevent contamination of the reservoir (33 percent of the program) STAFFING SUMMARY Temporary positions Full-time equivalents Ll 1.1 1.1 1.1 SIGNIFICANT EXPENDITURE AND STAFFING CHANGES None 1991-93 PROGRAM OBJECTIVES ■ Continue to work toward achieving program goals PERFORMANCE AND 1989-90 1990-91 1991-92 1992-93 WORKLOAD INDICATORS ACTUAL PROJECTED ESTIMATED ESTIMATED Fishing revenue ($) 2,000 Z000 3,000 3,000 Patrons 958 1,000 1,200 1,400 D-46 n Y tl 0 tl 0 tl tl 0 tl 0 0 0 A P~w � O O O N�N � .Ot � P � P � M O � III � •O p o ? � •p � � m � N r N � � � � r N tl tl �Y • r r r r � r 0 1 r 1 r r r r 0 Y r r r r r r r A tl Y. r r r r r r r U 0 r r r r r r 0 0 0 tl tl u 0 R r 0 r r r r 0 N H r 0 0 0 O pp po r tl r W Nr W1 r• V7 rO 110 OP O O OO 1 N O R P r •O r r 07 r N r N r N 0 0 W r �. r r r r r r N tl 0 0 r r r r Y Y Y r � r r r r 0 q 0 tl r tl tl r 0 r 0 r 0 r 0 r 0 r Y r tl r 0 r 0 r tl n to 0 W 0 W 0 r Y W 0 O V Y r d w J p J r W 7 i w 4 0 Y r w W W OC 0 � r 2 ► V W n = ~ $aQe x w Q O J n i i o 0 Q W r u w s d cc a w 0 r W w 0 ZHZ M H J rr rr�� n r w yI Y W M O M V 2 M O tl r W Iw OK 1 Cl r 7 r 01 tl K r W 6 V__Q 09 r • 6 <K Y I {, w W w U V w R aJa ppQp�b Wp{pp�� S Ww tl r w 37w lA O W I Y tl r n r n r u ae �p M Y w 0 0 0 0 r P P n Z 0 0 0 0 0 9 O N R r r r r . r r r tl x S : r r 0 0 0 0 r r r r 0 0 0 O O� tl F. 000000 O 00 O tl 2 r �Q�Qpp�� r p r pp r..ap�ppp pp r.� p� p � W n r OS000 O OO u a WI WI W,Ln v+In 1n Ln v, 1 n r 0 O n r 2 tl < tl r tl N Y O n O u Ui u W n s o u Cl � tlY .. n • 92 t9�Z p N i 2 F 92 0 < r w S 2 n V V N Q W 'A SO w : a LU Id G< n W w u 0.W n 0 K<Y Y W r S Y t� n c aJ 6W7Q Y 0 tl F V C-13- 17 1991-93 Financial PI `.' tequest SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Whale Rock Reservoir Operations (5095) REQUEST TITLE: Cathodic Protection Survey (008-119) Request Summary To fund a baseline Cathodic Protection Survey of the Whale Rock Pipeline will require $11,600 in fiscal year 1991/92. A baseline survey and annual limited surveys were recommended by Harco Technologies in 1985. This procedure counters electrolysis which deteriorates the pipeline by burying magnesium anodes in the ground and attached the pipe to the anode by a wire. Cathodic test stations are located along the length of the 17 miles of conduit. Primary Objectives ■ Reduce future maintenance costs and extend life of the Whale Rock Pipeline. ■ The survey will esamme damage to the conduit and make recommendations for funding necessary to correct Current discrepancies Primary Factors Driving the Request for Change ■ Cathodic protection of the pipeline was recommended m the March 1985 consultant report. Alternatives ■ Defer the project. Deferral of the project increases the potential of damage to conduit. Cost Summary As reflected in the following summary, this program will cost$11,600 in fiscal year 1991/9L A February 1990 estimate for this service was $10,600, so a 10% contingency of$1,000 has been added to allow for cost overruns and escalating costs over the last 12 months. (Since this program is funded by the Whale Rock Fund, the actual cost to the City of San Luis Obispo for this program will be 55% of the approved increased cost.) Additional Costs 1991/92 1992/93 008-119 CONTRACT SERVICES Cathodic Protection Survey Costs $ 11,600 $ 0 Implementation The Chys purchasing and procurement policy will be followed in obtaining these services. C-/3-19 1991-93 Financial PI '-bequest SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Whale Rock Reservoir Operations (5095) REQUEST TITLE Ongoing Fence Replacement Program (008-119) Request Summary The establishment of an ongoing fence replacement program around Whale Rock Reservoir will cost $13,000 per year for approximately ten years. The current budget reflects $7,000 for contract services, of which up to $5,000 could be used each year for this program; an additional amount of$8,000 in fiscal year(s) 1991/92 and 1992/93 will be required. The annual amount will provide for the replacement of about a mile and 1/4 each year. Since there are approximately twelve miles of fencing around the reservoir, the fence would be totally replaced in ten years. The life of the fence is estimated at twenty years Primary objectives ■ Establish replacement program for 30 year old deteriorating fencing. Alternatives ■ Defer the project Deferral of the project is not recommended as damage to fence exceeds routine maintenance. Primary Factors Driving the Request for Change ■ Fence has been maintained by staff to date, but the amount of repair on the thirty year old fence exceeds routine maintenance. Cost Summary As reflected in the following summary, the establishment of this program will cost an additional $8,000 per year, assuming that $5,000 of the $7,000 in the Budget can be used for this program. (Since this program is funded by the Whale Rock Fund, the actual cost to the City of San Luis Obispo for this program will be 55% of the approved increased cost.) Budget Budget Additional Costs FY 91/92 FY 92/93 1991/92 1992/93 008-119 CONTRACT SERVICES Available for Fencing Program $ 51000 $ 5,000 $ 81000 $ 8,000 Implementation The City's purchasing and procurement policy will be followed in obtaining these services. C-I3- 18 1991-93 Financial PWa bequest SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Whale Rock Reservoir Operations (5095) REQUEST TITLE: Seismic Evaluation (008-119) Request Summary To fund a seismic evaluation of the Whale Rock Reservoir, a procedure required to remain in compliance with the Department of Water Resource's Division of Dam Safety, will require $5,300 in fiscal year 1991/92. The engineering consultant recommended that dam seismic data be analyzed every two years. Primary Objectives ■ Assure the seismic safety of the Whale Rock reservoir ■ Comply with State Department of Water Resources regulations for Dam Safety Primary Factors Driving the Request for Change ■ Dam Safety Regulations issued by the State Department of Water Resources Alternatives ■ Defer the project. Deferral of the project is not recommended as it is necessary to remain in compliance with State regulations. Cost Summary As reflected in the following summary, this program will cost $5,300 in fiscal year 1991/9L An estimate for this service was $4,900; a 10016 contingency of $500 has been added to allow for cost overruns and escalating costs since the estime was received. (Since this program is funded by the Whale Rock Fund, the actual cost to the City of San Luis Obispo for this program will be 55016 of the approved increased cost.) Additional Costs 1991/92 1992/93 008-119 CONTRACT SERVICES Seismic Evaluation $ 5,300 $ 0 Implementation The City's purchasing and procurement policy will be followed in obtaining these services. C-/3 -C;20 1991-93 Financial Pl&-!` Request SIGNIFICANT OPERATING PROGRAM CHANGE PROGRAM: Whale Rock Reservoir Operations (5095) REQUEST TITLE Electricity Costs (005-052) Request Summary An additional $60,000 in fiscal year 1991/92 and $65,400 is required for the increased energy costs due to increased pumping from Whale Rock reservoir. It is anticipated that the total pumping costs will be $330,000 in FY 1991/92 and $347,000 in FY 1992/93 based on the current rate of use and PG&E's estimate of 5% energy cost rate increase. An additional $25,000 was requested and approved in the FY 1991/92 budget, increasing the total for FY 1990/91 to $300,000. At the current rate of use, the FY 91/91 expenditures are projected to be $314,000. Primary Objectives ■ Uninterrupted supply of water to the participating Whale Rock agencies. Primary Factors Driving the Request for Change ■ Increased pumping as Salinas Reservoir is at minimum pool. ■ Increased energy costs. Cost Summary The current budget reflects $270,500 in fiscal year 1991/92 and $281,600 for fiscal year 1992/93 for Whale Rock pumping costs An additional $60,000 for FY 1991/92 and $65,400 is requested to pay increased energy costs due to more pumping and higher energy costs. (Since this program is funded by the Whale Rock Fund, the actual cost to the City of San Luis Obispo for this program will be based on the amount of water received by the City, the cost of which is reflected in the Source of Supply budget.) - Budget Budget Additional Costs FY 91/92 FY 92/93 FY 91/92 FY 92/93 005-052 ELECTRICITY $2'70,500 $281,600 $60,000 $65,400 (WHALE ROCK PUMPING) Implementation Power use will be controlled to operate at maximum efficiency. Section B CAPITAL IMPROVEMENT PLAN C-/3 1991-93 Financial Plai. Aequest CAPITAL IMPROVEMENT PLAN PROGRAM: Whale Rock Reservoir REQUEST TITLE: Whale Rock Pump Station Project Description The project will increase the capacity of the Whale Rock conveyance system by adding two 200 horsepower pumps and back-up power at each pump station site (there are two pump stations). Project Objectives ■ Provide adequate conveyance capacity to meet expected daily demands under drought conditions. Existing Situation The present Whale Rock conveyance pipeline and pump stations do not have adequate capacity to meet expected peak daily demands of the member agencies under drought conditions. As the reservoir level drops, the pumping demand increases. Also,during extended drought situations the Salinas Reservoir can not be utilized to supply water,therefore the full demand for surface water supplies is placed on the Whale Rock facilities. The two conditions necessitate increasing the pumping capacity of the system. Goal and Policy Links ■ Whale Rock Commission Meeting,June M,1990,at which time Commissioners voted to direct staff to pursue this project per the fiadmgs of the engineering consultant, Leedshill-Herkenhofl: ■ Water Management Plan Project Work Completed The preliminary design for the Whale Rock Pump Station improvements was completed in August 1990. The plans and specifications are currently being Prepared. Schedule and Project Costs Prior Project Budget(s) 1991-92 1992-93 1993-94 199495 Total Phasing Study $ 35,000 $ 35,000 Design $ 136,000 $ 136,000 Construction S_ � 0 $ 868.000 $ 0 0 $ 868.000 Total $ 171,000 $ 0 $ 868,000 $ 0 $ 0 $1,039,000 Recommended Funding Sources: Whale Rock $ 171,000 $ 0 $ 868,000 $ 0 $ 0 $1,039,000 Alternatives ■ Defer the project. Deferral of the project is not recommended by the Whale Rock commissioners or staff, as the Whale Rock conveyance system is over twenty years old, and the equipment is deteriorated and in need of replacement and upgrade. Project Effect on the Operating Budget The proposed project will have little or no effect on the operating budget. Imcation Map/SchrmafiDesign A location map with affected areas indicated is attached. whrk_pmp wp C-i3 - a3 RGURE 1 -------------- Q� U C � O m � O C N �� Y 0 Z c \/O — L c Q r J II m d a oa J N C E cd o n -cc jir 0 0 O~ ti c m C r w r�jlE cd C m 7 r O1 Ccg c " m c o= 6f C CJyyEr ' U cc m w m as cs 0 - m a � a c o c O L r y O U O a fO 2 c c W N0 o c EL m m v) 1U 11 m0 r m O o c CL yy 08 c+ Jm a N cn y cro dp0 W � c � C y m MM Uin O��"o U 0 Y 7\ 3M a:� U i 11 ��. p Z m m CL } F- 1wwS N+ inCUm Q Z2 CD Z J v� 00 �b� 6�� CIO O O o O 6d0� b a� S ''q06 v l a CD .0yj o J s 1 o°r `ogo a -;!So lJ v cc / PACIFIC OCEAN C'-/3Orel - Section C CHANGES IN FUND BALANCE c-13 a5 CHANGES IN FUND F 'ANCE WHALE ROCK COMMISSION 1989-90 1990-91 1991-M 1992-93 ACTUAL ESTIMATED BUDGET PROJECTED Revenues Service Charges Member Agency Contributions 240,500 314,500 377,700 366,300 Water Distribution Charges 254,400 255,000 280,500 308,500 Other Revenues 0 1;000 1,000 1,000 Total Service Charges 494,900 570,500 659,200 675,800 Investment and Property Revenues 114,200 84,500 50,000 50,000 Total Revenues 609,100 655,000 709,200 725,800 Expenditures Operating Programs Public Utilities 420,600 705,400 607,500 617,600 General Government 86,600 90,800 96,700 103,000 Total Operating Programs 507,200 796,200 704,200 720,600 Capital Projects 98,600 897,800 0 0 Total Expenditures 605,800 1,694,000 704,200 720,600 Other Sources(Uses) Operating Transfers Out (6,800) (6,500) (5,000) (5,200) Revenues and Other Sources Over(under) Expels and Other Uses (3,500) (1,045,500) 0 0 Fund Balance, Beginning of Year 1,368,000 1,364,500 319,000 319,000 Fund Balance, End of Year $1,364,500 $319,000 $319,000 $319,000 G-19 O! 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Hetland, Utilities Director SU JECr: Operation of the Whale Rock Ponds BACKGROUND: The Whale Rock Commission's agreement with the Cayucos Area Water Organization (CAWO) requires that up to 600 acre feet/year of water be provided. This requirement is met by making periodic releases to percolation ponds downstream of the dam. The ponds allow the water to recharge the groundwater basin where it is withdrawn through wells by CAWO. The percolation ponds are located on property that is owned by the Mainini family. Over the years, the Commission has had an informal leases agreement with the Mainini family to operate and maintain the percolation ponds. The typical lease payment paid by the Commission was about $2,000. The Commission has attempted to enter into a more formal base agreement with the property owners. An option to a formal lease agreement is the direct purchase of the property. This provides greater control and ease of operations with the primary goal of maintaining a high level of water quality. Some additional key issues that support this option include: 1. Ability to restrict cattle access to ponds. 2. Grater flexibility in design/size of ponds. 3. Ease of pond maintenance especially involving periodic dredging. 4. Ability to restrict agricultural operations which may result in groundwater contamination due to pesticides, herbicides and fertilizers. Property Value: The ponds are primarily within a five acre parcel which is composed of creek bottom. An additional 12 plus acres have been identified adjacent to the creek bottom that is currently crops and cattle grazing. (See Attachment 1) The appraisal reports generally has established a value of about $160,000 for the twelve acres and approximately $60,000 for the five acres of creek bottom or a total of about $230,000 for both parcels. These values were based on generally accepted procedures for property appraisals (copies of the appraisals are in the Utilities Department Office at 955 Morro Street, San Luis Obispo). The appraisals take into account market value of the property and severance damages due to taking only a portion of the parent parcel. C-/3-3'T WHALE ROCK COMMISSION REPORT Discussion: Staff has had difficulty in operation and maintenance of the percolation ponds in the past primarily due to a lack of a clear agreement. A long-term lease agreement with the property owner would help to eliminate staffs concerns. But so far the property owners have not been as receptive to this approach. Staff feels outright ownership of the property is in the Commission's best interest. If a fair price cannot be negotiated for the property then eminent domain should be pursued. A primary concern that all water agencies are currently experiencing is increased water quality regulations. These regulations will continue to be more stringent in the future. Therefore, staff feels that a potential exists that the agricultural operation on the adjacent parcel could contribute to contamination of the groundwater basin. Serious consideration should probably be given at this time to purchase this parcel at the same time as we negotiate for the pond area. This additional property could serve as a greenbelt around the ponding area. Some community interest has also been expressed about this area becoming a community park and recreation facility. At this point, staffs primary concern relates to control of the land use in order to protect the water shed. Recommendation: Staff recommends Commission direct staff to negotiate the purchase of the five acre creek bottom parcel and to proceed with eminent domain proceedings if negotiations are not successful. Staff also recommends the Commission discuss the benefits of obtaining ownership of the additional twelve acre parcel at this time and provide staff direction. Attachment C-13- 325 xii MAP OF THE PARCELS TO BE ACQUIRED ,pillLOT 53 LOT 46 4.0 ACRES `"°�•� PARCEL 1- 12.7 ACRES FAffi{ LARD 14 PARCFL 2- 5.0 ACRES 13�AREA13 I +/ 8.7 ACRES .4� •,. �.. HOLD/NG PONDS `11 5.0 ACRES _3 . oc �... Awa LO \� �...� 1 • .. TO CAMBR/A I:D �o . • '\ �^ \ STATE HIGHWAY • ` TO MpRRp BAY N Cly! o� sAn lU1S O61SP0 i WHALE ROCK RESERVOIR PONDING AREA . Dermis GGTeene � Inc. RESIDENTIAL • RURAL • COMMERCIAL • INDUSTRIAL • APPRAISALS 1111 C-13-3� METING DATE: June 19 1991 WHALE ROCK COMMISSION REPORT '�""U6�I: FROM: Ken Weathers, Water Division Manager SUBJECT: METERING OF WHALE ROCK RESERVOIR WATER TO THE CITY OF SAN LUIS OBISPO BACKGROUND: At the present time, the water used from Whale Rock Reservoir by the City of San Luis Obispo (SLO) is determined indirectly by calculations. The allocation of some operating costs and the allocation of total water available in storage is based upon this calculated usage. Evidence from existing meter records indicates this method is not accurate and may have resulted in an inequity to the City in the past. The evidence indicates approximately 334 AF of water was unaccounted for in 1990 and was charged to the City's account because of the calculation method used. In addition, the present method of metering does not provide for a method to "audit" water supply and consumption because all users are not metered. The recommendation to add a meter to the Whale Rock conduit for the San Luis Obispo Water Treatment Plant (SLOWTP) would solve both of these problems by providing direct meter readings to all users which could be compared with the master meter at the Whale Rock Reservoir. Currently, water leaving Whale Rock Reservoir is metered by a 20 inch "master" meter located at the dam site. Water is then distributed to five users and is metered to each user except the City of San Luis Obispo (See Attachment A "Description of Meters") . The usage by the City is calculated by subtracting the four other users' meter readings from the master meter reading. In accordance with the "SUPPLEMENTAL AGREEMENT FOR CONSTRUCTION AND OPERATION OF THE WHALE ROCK PROJECT, SAN LUIS OBISPO COUNTY" dated Dec. 12, 1960, the "Cost of electrical energy for pumping and any other costs that vary directly with the quantity of water delivered as determined by the Commission shall be allocated to the participating agencies on the basis of quantities of water delivered to each" [III, B. , 1. ] . Also, "The cost of additions and improvements shall be allocated as mutually agreed upon by the City and State" [III, B. , 4. ] . In addition, the water stored in the Reservoir is calculated from the usage of each entity in accordance with this agreement and "AGREEMENT FOR CONSTRUCTION AND OPERATION OF THE WHALE ROCK PROJECT SAN LUIS OBISPO COUNTY", dated November 7, 1957. SAN LUIS OBISPO WATER TREATMENT PLANT INFLUENT METER There is a water meter at the San Luis Obispo water Treatment Plant (SLOWTP) that is not owned by the Whale Rock Project which meters all influent into the plant. This meter measures water from Whale Rock Reservoir, Salinas Reservoir, and Cuesta Tunnel WHALE ROCK COMMISSION REPORT but does not differentiate between them. During 1990, water was not pumped from Salinas Reservoir so the influent into the Treatment Plant was only from Whale Rock and the Cuesta Tunnel. It is estimated by County personnel who operate the Salinas transmission line that the supply from Cuesta Tunnel between November 1 and May 1 of 1990 was approximately .100 AF. DIFFERENCE BETWEEN CALCULATED USAGE AND METERED USAGE In May, 1991 City staff reviewed the meter records of Whale Rock and compared them with the meter reading at the SLOWTP. Staff determined that in 1990 the records did not agree by 234 AF plus the approximate 100 AF from the Cuesta Tunnel. The reason for the difference has not been determined to date but the amount was charged to the SLO account. (See Attachment B "COMPARISON OF CALCULATED SLO WTP INFLUENT WITH METERED SLO WTP INFLUENT FROM WHALE ROCK RESERVOIR") . WATER "AUDIT" CAPABILITY Preferably, all sources and users of a water system are metered so the water system can be "audited. " The total metered water used will usually be less than the total metered water supplied because of a loss factor which includes meter error, water line leaks, operating needs, and "pirated" water. The cost of the total loss factor is then allocated to all users on a prorated basis because all costs are prorated, or all fees are determined based upon the user meters. In the case of Whale Rock the largest user, the City of San Luis Obispo is not metered so it is not possible to audit the water system. The estimate of 334 AF of water unaccounted for is more than is acceptable for a system such as Whale Rock. In order to properly account for Whale Rock water and to confirm whether this loss exists it is necessary to install a meter at the SLOWTP. PRESENT METER ACCURACY The difference of 334 AF can not be attributed to meter errors with information presently available. This information is contained in Attachment A. All significant meters have been recently calibrated. Staff scheduled a re-calibration of the dam site meter for May 24, 1990 and replacement of the Cemetery meter as soon as possible. Neither of these changes are anticipated to account for a majority of the 334 AF. Staff concluded that without a meter owned by the Whale Rock Project which exclusively measured water to the SLO WTP, the total "consumption" of water can not be compared with the total "supply" of water as measured at the master meter. iC-13'38 WHALE ROCK COMMISSION REPORT PRESENT CALCULATION METHOD The present method of calculating the City's water usage results in all loss factors or unaccounted losses being charged to the City's account. If the master meter failed completely there would be no method of accurately estimating the City's consumption. If the master meter under-read, the entire benefit of the low reading would be realized by the City. These errors should be prorated to all users. The present method can result in inequities and is inconsistent with good operating policies. POSSIBLE METER LOCATION A new meter could be installed at the property line of the SLO WTP site where the current transmission line enters the property. Installation of a meter at this site would involve the construction of an expensive vault. The meter could also be installed within the SLO WTP site but it would have to be installed before any other water source is introduced into the system. The present vault before the WTP forebay is the point where other sources of water can be introduced into the system. There is not sufficient room in this vault for a meter. Any other location within the WTP site would also require construction of an expensive vault. The meter could be installed between the present Cal Poly meter and the property line of the SLOWTP. In this area the Whale Rock transmission line is exposed where it crosses a wash. If the meter was installed in this location it would prevent Cal Poly from ever taking water from the transmission line after this meter. This does not appear to be a problem because the meter location would only be a few hundred feet from the WTP boundary. In addition Whale Rock personnel would need to access the meter monthly to read it. This does not appear to be a problem because the new meter location is only a few hundred feet from the present Cal Poly meter. Staff would recommend the meter be installed in the existing exposed pipe line on the Cal Poly property within the Whale Rock easement. Cal Poly should be notified of this and their concurrence should be obtained. PROJECT ALTERNATIVES Whale Rock personnel could use the City's present meter to estimate water use. This is not preferred because two other sources of water pass through the same meter. The present practice of calculating water consumption could be continued but the lack of "audit" capability and the inequity would continue. C-13-� WHALE ROCK COMMISSION REPORT Staff has not identified any other alternative to metering the City's water usage. FINANCIAL IMPACT Final selection of a meter has not been made. A 30 inch meter is needed. The cost for such a meter could be around $8,500 plus the cost of installation if no vault is required. RECOMMENDATION Authorize purchase and installation of a new 30 inch meter for the San Luis Obispo Water Treatment Plant and revise the method of determining water usage for Whale Rock Commission members. Attachments A and B C-13-J(0 ATTACHMENT A DESCRIPTION OF METERS WHALE ROCK METERS IN USE MAIN TRANSMISSION LINE 5/6/91 CALIBRATION DESCRIPTION SIZE OWNER DATE SOURCE Dam Site 20" Whale Rock Comm. 1988** USERS Cayucos 6" Whale Rock Comm. Oct. 189 Cemetery 31t Whale Rock Comm. ? *** Chorro 12" Whale Rock Comm. Mar. 189 Cal. Poly 12" Whale Rock Comm. Apr. 189 San Luis Obispo* 24" City of S.L.O. Jul. 189 * This meter also measures inflow into the S.L.O. WTP from the Salinas Reservoir when it is in use and the Salinas Tunnel from Nov. 1 to May 1 of every year. ** The Dam Site meter has been scheduled to be re-calibrated on May 24, 1991. *** The Cemetery meter is to be replaced as soon as possible and the old meter checked for accuracy. Attachment A C43_ fl ATTACHMENT B COMPARISON OF SLO WTP CALCULATED INFLUENT WITH METERED INFLUENT FROM WHALE ROCK RESERVOIR ( All figures in AF) ------------------------------------------------------------- I II III IV V MO/YR City Share City Share Difference % (metered) (calculated) IV / II ------------------------------------------------------------- 4/91 194.11 3/91 176.52 164.45 12. 07 7% 2/91 194.08 209.05 <14.97> < 8%> 1/91 218.20 230.66 <12.46> < 6$> -------- -------- -------- ----- SUB-TOTAL 12/90 187.48 196.22 < 8.74> < 5%> 11/90 233. 02 256.54 <23.52> <10%> 10/90 279. 61 304.69 <25.08> < 9%> 9/90 250. 36 285. 64 <35.28> <14%> 8/90 261. 32 298. 65 <37.33> <14%> 7/90 246.28 266.85 <20.57> < 8.%> 6/90 239.13 257.26 <18. 13> < 8%> 5/90 247.05 262.47 <15.42> < 6%> 4/90 218.04 238.50 <20.46> < 9%> 3/90 196.87 210.21 <13.34> < 7$> 2/90 134.63 143.44 < 8.81> < 7%> 1/90 87.43 94.93 < 7.50> < 9%> ------- ------- ------- ----- SUB-TOTAL 21581.22 21815.40 <234. 18> < 9%> CUESTA TUNNEL <100> N/A <100. 00> -------- ------- ------- ----- EST. TOTAL 2481.22 2815.40 <334 . 18> <13 . 5%> NOTES: 1. ) Col. II source: Mo. report from SLO WTP 2. ) Col. III source: Mo. report from Whale Rock office 3. ) City meter also meters water from Cuesta Tunnel which was estimated by county staff to provide approx 100 AF of water for the period of Nov. 1 to May 1 of each year. C-13-j4z MEETWG DATE: June 19, 1991 WHALE ROCK COMMISSION REPORT ITBMNUMBEFI: FROM: William T. Hetland, Utilities Director `•,' SUBJECT: Status of Whale Rock Pump Stations Project BACKGROUND: The City of San Luis Obispo has just finished review of the 95% submittal of the plans and specifications for the "Whale Rock Pump Stations Upgrade Project." The comments were transmitted to Kennedy/Jenks Consulting Engineers on June 3, 1991. The proposed project will include the replacement of the existing buildings with a single masonry building at each site. City staff has contacted the County concerning the project and will be working with the County to determine the procedures which must be followed to obtain project approval. The City of San Luis Obispo's Community Development Department is currently reviewing the project to determine whether or not an environmental impact report will be required. Due to the time constraints posed by the permitting and environmental clearances, start of construction is not known at this time. C-/3- -113