HomeMy WebLinkAbout2018-03-27 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: March 27, 2018
TIME: 10:00 a.m.
PLACE: Department of Water Supply, Hilo Operations Center Conference Room
889 Leilani Street, Hilo, Hawaii
1) CALL TO ORDER — 10:00 a.m. (please turn cell phones off or set to silent)
2) STATEMENTS FROM THE PUBLIC
3) APPROVAL OF MINUTES — Minutes of the February 27, 2018, Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Addendum requires Roll Call Vote)
5) SOUTH KOHALA:
A. JOB NO. 2010-964, WAIMEA WATER TREATMENT PLANT COMPLIANCE
UPGRADES PHASE 2 — TIME EXTENSION:
The contractor, Bodell Construction Company, submitted a request for contract time extension
of 42 calendar days. This is the fifth time extension for this project.
Ext.
Days
#
From (Date)
To (Date)
(Calendar)
Reason
Additional work required to reroute
1
3/21/2017
6/11/2017
82
unforeseen underground utilities
discovered during earthwork
excavation.
DWS's direction to delay demolition of
basins 93 and 94 (36 calendar days),
additional work to excavate unsuitable
2
6/11/2017
8/10/2017
60
soils from under the building's footprint
(10 calendar days), and additional work
caused by inclement weather —
Hurricane Madeline (14 calendar days).
DWS's direction to delay the work
requiring a shut down of the existing
water treatment plant (154 calendar
3
8/10/2017
2/13/2018
187
days), additional work due to Fire
Department's fire protection
requirements (30 calendar days), and
delays caused by inclement weather (3
calendar days).
Page 1 of 7 March 27, 2018, water Board Agenda
Ext.
Days
#
From (Date)
To (Date)
(Calendar)
Reason
Additional work to order and install new
underground vaults to meet ADA
requirements along the sidewalk from
parking to building (30 calendar days).
4
2/13/2018
3/30/2018
45
Additional work included retaining
walls and grading to prevent drainage
issues on the southwest side of new
building's interface with the existing
building (15 calendar days).
Delays in the chemical delivery and
chlorine injection system postponed the
5
3/30/18
5/11/18
42
start of the "30 -day" testing period.
Additional time (42 calendar days) is
necessary for these delays.
Total Days (including
this request)
416
Staff has reviewed the request and is recommending approval of 42 calendar days, per the
Department's General Requirements and Covenants.
RECOMMENDATION: It is recommended that the Board grant this contract time extension of
42 calendar days to Bodell Construction Company, for JOB NO. 2010-964, WAIMEA
WATER TREATMENT PLANT COMPLIANCE UPGRADES PHASE 2. If approved, the
contract completion date will be extended from March 30, 2018, to May 11, 2018.
6) MISCELLANEOUS:
A. DEDICATIONS:
We received the following documents for action by the Water Board. The water systems have
been constructed in accordance with the Department's standards and are in acceptable condition
for dedication.
1. GRANT OF EASEMENT AND BILL OF SALE
SUB. No. 07-000554
Grantor: Andrew Queen
Tax Map Key: (3) 7-6-011: 034
Facilities Charge: $5,500.00 Date Paid: 3/19/18
Final Inspection Date: 3/19/18
Water System Cost: $99,694.00
2. BILL OF SALE
Seller: Palamanui Global Holdings LLC
Tax Map Key: (3) 7-2-015:083 and 7-2-035:046
Final Inspection Date: 3/7/18
Water System Cost: TBA
Page 2 of 7 March 27, 2018, water Board Agenda
3. GRANT OF EASEMENT AND BILL OF SALE
SUB. No.: Phase 1: 2016-1633, Phase 2: 2015-1513
Grantor: Makana 1055, LLC
Tax Map Key: (3) 2-4-004: 004, 005 and 104
Facilities Charge: Phase 1: $61,690.00 Date Paid: 1/18/18
Phase 2: $12,190.00 Date Paid: 1/17/18
Final Inspection Date: 2/28/18
Water System Cost: $306,980.00 (Total for Phase 1 & 2)
RECOMMENDATION: It is recommended that the Water Board accept these documents
subject to the approval of the Corporation Counsel and that either the Chairperson or the
Vice -Chairperson be authorized to sign the documents.
B. DEPARTMENT OF WATER SUPPLY PROPOSED TABLE OF ORGANIZATION:
The Department recognizes the need to revise and update its current table of organization to
align with current needs and future goals. As such, the Department proposes the following
changes:
1) REVISED POSITION ORGANIZATION CHART — ADMINISTRATION DIVISION —
ENERGY MANAGEMENT BRANCH
The Department proposes to amend its Table of Organization (TO), Position Organization
Chart to create an Energy Management Branch under the Administration Division and
relocate the Energy Management Analyst (EMA) position from the Operations Division to
the Administration Division. The EMA is a SR -24 position and is currently filled. The
EMA will work with the Department's various divisions on setting and meeting
Department -wide energy use and energy management goals. Thus, it is appropriate for this
branch to be under the Administration Division.
2) REVISED POSITION ORGANIZATION CHART — ADMINISTRATION DIVISION —
COMMUNICATIONS BRANCH
The Department proposes to amend its TO, Position Organization Chart to rename the
Public Relations Branch to the Communications Branch. It is also proposed to add a new
Public Information Officer (EM -5) and Community Relations Specialist II (SR -22) to this
branch. These added positions will allow the Department to enhance and strengthen its
public information dissemination, community outreach, education, and water conservation
programs.
3) REVISED POSITION ORGANIZATION CHART — FINANCE DIVISION —
CUSTOMER SERVICES BRANCH
The Department proposes to amend its TO, Position Organization Chart to relocate the
Meter Reader I (SR -10), currently in the Finance Division — Customer Service Branch —
Meter Reading Section to the Finance Division — Customer Service Branch — Auxiliary
Support Services Section.
4) REVISED POSITION ORGANIZATION CHART — FINANCE DIVISION —
MANAGEMENT ACCOUNTING BRANCH
The Department proposes to add an Account Clerk (SR -11) to the Payroll and Cost
Distribution Section in the Management Accounting Branch. This added position will allow
the Department to maintain the Department's payroll schedule and processing, which has
become more complex due to collective bargaining agreements.
5) REVISED POSITION ORGANIZATION CHART — OPERATIONS DIVISION —
ENGINEERING SERVICES BRANCH
The Department proposes to amend its TO, Position Organization Chart to create a
Mechanical Engineering Section and Civil Engineering Section under the Engineering
Page 3 of 7 March 27, 2018, water Board Agenda
Service Branch. The proposed newly -created table of organization will add four
Mechanical Engineer (SR -18, SR -20, SR -22, and SR -24) positions and four Civil Engineer
(SR -18, SR -20, SR -22, and SR -26) positions. These added positions will allow the
Department to enhance its Operations and Maintenance programs, such as water audit
evaluations, asset management programs, preventative maintenance for facilities and
waterlines, etc.
The Department proposes to add a Water Service Investigator I (SR -12) to the Unaccounted
Water Program Section in the Engineering Services Branch. This added position will allow
the Department to enhance its non -revenue water investigation and interaction with
customers.
6) REVISED POSITION ORGANIZATION CHART — OPERATIONS DIVISION
(DISTRICT I) — FIELD OPERATIONS SECTION
The Department proposes to amend its TO, Position Organization Chart to add a second
Water Meter Mechanic (BC09) in the Meter and Hydrant Unit. The second Water Meter
Mechanic will allow the Department to have two crews to handle the meter maintenance
and repairs islandwide.
7) REVISED POSITION ORGANIZATION CHART — OPERATIONS DIVISION
(DISTRICT II) — CUSTOMER AND CLERICAL SERVICE SECTION
The Department proposes to amend its TO, Position Organization Chart to add a third
Clerk -Meter Reader (SRIO) in the Customer Services Unit of District IL The third Clerk -
Meter Reader will allow the Department to maintain its continuous meter reading and
billing schedules and to provide customer service at this baseyard.
8) REVISED POSITION ORGANIZATION CHART — OPERATIONS DIVISION
(DISTRICT II) — ELECTRICAL, MECHANICAL AND TREATMENT SECTION
The Department proposes to amend its TO, Position Organization Chart to add a second
Assistant Water Treatment Plant Operator IV (BC 11) in District IL The second Assistant
Water Treatment Plant Operator IV will allow the Department to operate its facilities that
require a Department of Health -certified Grade 2 operator.
The Department proposes to amend its TO, Position Organization Chart to add a second
Water Plant Operator (BC09) to allow the Department to inspect and maintain its facilities
in District II.
9) REVISED POSITION ORGANIZATION CHART — OPERATIONS DIVISION
(DISTRICT III) — CUSTOMER AND CLERICAL SERVICE SECTION
The Department proposes to amend its TO, Position Organization Chart to add a third
Clerk -Meter Reader (SRIO) in the Customer Services Unit of District III. The third Clerk -
Meter Reader will allow the Department to maintain its continuous meter reading and
billing schedules and to provide customer service at this baseyard.
10) REVISED POSITION ORGANIZATION CHART — OPERATIONS DIVISION
(DISTRICT III) — ELECTRICAL, MECHANICAL AND TREATMENT SECTION
The Department proposes to amend its TO, Position Organization Chart to add a second
Water Plant Operator (BC09) to allow the Department to inspect and maintain its facilities
in District III.
The Department proposes to amend its TO, Position Organization Chart to create a Support
Section and add an Electronic Technician (BC15) to allow the Department to develop and
maintain its communication, monitoring, and analytical equipment in District III and
islandwide.
Please note that although numerous positions appear on the organization chart, positions
will only be filled as needed. The proposed changes will also help the Department achieve
its Strategic vision of being an "employer of choice," as the changes will provide career
paths for upward mobility.
Page 4 of 7 March 27, 2018, water Board Agenda
RECOMMENDATION: It is recommended that the Water Board approve the proposed revised
Table of Organization.
C. RENEWAL OF CONTRACT FOR MAINTENANCE AGREEMENT — SOUTH
KOHALA, HAMAKUA, AND LAUPAHOEHOE SITES (BRANTLEY CENTER, INC.):
Brantley Center, Inc., presently has a Maintenance Agreement for site maintenance for the
Department's South Kohala, Hamakua, and Laupahoehoe tank and pump sites. They are
requesting to renew the Agreement from July 1, 2018, to June 30, 2019. The rates would be as
follows:
South Kohala - $4,392.35/month x 12 months = $52,708.20
Hamakua - $2,944.16/month x 12 months = $35,329.92
Laupahoehoe - $738.48/month x 12 months = $8,861.76
Total: $96,899.88
The Department has the right to award the contract to Brantley Center, Inc., without advertising
or calling for bids, according to Subsection 103D-1010 of the Hawaii Public Procurement
Code. Brantley Center, Inc., has submitted the necessary documents to meet the requirements
as a qualified rehabilitation facility.
There is no increase from their proposal for Fiscal Year 2017-2018.
Brantley Center's performance has been satisfactory and the costs are reasonable. A total of 41
sites are covered by this agreement.
RECOMMENDATION: It is recommended that the Board award the contract for the
RENEWAL OF CONTRACT FOR MAINTENANCE AGREEMENT — SOUTH KOHALA,
HAMAKUA, AND LAUPAHOEHOE SITES to Brantley Center Inc., for a period from July 1,
2018, to June 30, 2019, at a total cost of $96,899.88, and that either the Chairperson or the
Vice -Chairperson be authorized to sign the documents, subject to approval by Corporation
Counsel.
D. ADOPTION OF PROPOSED FINDINGS OF FACT, CONCLUSIONS OF LAW AND
DECISION AND ORDER FOR 2-27-18 CONTESTED CASE HEARING REGARDING
WATER SERVICE ACCOUNT NUMBER 9000360-10 (TMK 8-1-022:092), (IN THE
MATTER OF THE APPEAL OF RYAN AND MAILE-LEI KOYANAGI):
The above Contested Case Hearing took place on February 27, 2018, in accordance with
Chapter 91 of the Hawaii Revised Statutes and Rule 2-5 of the Rules and Regulations of the
Department of Water Supply.
For review and adoption by the Board of the Findings of Fact, Conclusions of Law and
Decision and Order.
E. MONTHLY PROGRESS REPORT:
Submission of Progress Report of Projects by the Department. Department personnel will be
available to respond to questions by the Board regarding the status/progress of any project.
Page 5 of 7 March 27, 2018, water Board Agenda
F. REVIEW OF MONTHLY FINANCIAL STATEMENTS:
Submission of financial statements and information relating to the financial status of the
Department. Department personnel will be available to respond to questions by the Board
relating to the financial status of the Department.
G. DEPARTMENT OF WATER SUPPLY PROPOSED OPERATING AND 5 -YEAR
CAPITAL IMPROVEMENT PROJECTS (C.I.P.) BUDGETS FOR FISCAL YEAR 2019:
The Department's Fiscal Year 2019 Operating Budget, totaling $53,864,000, and 5 -Year
C.I.P. Budget for Fiscal Year 2019-2023, totaling $96,200,000, have been distributed for the
Board's review. A public hearing was held prior to this meeting to accept testimony. The
Board may change either Budget, or adopt them as presented over two readings.
RECOMMENDATION: It is recommended that the Water Board approve the Department's Fiscal
Year 2019 Operating and 5 -year C.I.P. budgets for Fiscal Years 2019-2023 on this first of two readings.
H. POWER COST CHARGE:
The Department proposes to increase the Power Cost Charge from $1.62 to $1.88 per
thousand gallons, to reflect an increase in power costs for the Department's power costs. A
Public Hearing will have been held prior to this Board meeting to accept public testimony
on this change.
RECOMMENDATION: It is recommended that the Board approve the increase of the Power
Cost Charge from $1.62 to $1.88, effective April 1, 2018.
I. MANAGER -CHIEF ENGINEER'S REPORT:
The Manager -Chief Engineer to provide an update on the following:
1. North Kona Wells
2. Hawaiian Ocean View Well
3. DWS Energy Report
4. Retiree of the Department of Water Supply
J. CHAIRPERSON'S REPORT:
1. Chairperson to report on matters of interest to the Board.
2. Final Report of the North Kona Water Permitted Interaction Group Update - the Chair
will present findings and recommendations of the permitted interaction group, including
proposed solutions, etc.
Page 6 of 7 March 27, 2018, water Board Agenda
7) ANNOUNCEMENTS:
1. Next Regular Meeting:
The next meeting of the Water Board will be April 24, 2018, 10:00 a.m., at the Department of
Water Supply, Hilo Operations Center Conference Room; 889 Leilani Street, Hilo, Hawaii
2. Following Meeting:
The following meeting of the Water Board will be May 22, 2018, 10:00 a.m. at the West
Hawaii Civic Center, Community Meeting Hale (Building G); 74-5044 Ane Keohokalole
Highway, Kailua-Kona, Hawaii
8) ADJOURNMENT
Anyone who requires an auxiliary aid or service for effective communication or a modification
of policies or procedures to participate in this Water Board Meeting should contact Doreen
Jollimore, Secretary, at 961-8050 as soon as possible, but no later than five days before the
scheduled meeting. Notice to Lobbyists: If you are a lobbyist, you must register with the
Hawaii County Clerk within five days of becoming a lobbyist. {Article 15, Section 2-91.3(b),
Hawaii County Code} A lobbyist means "any individual engaged for pay or other consideration
who spends more than five hours in any month or $275 in any six-month period for the purpose
of attempting to influence legislative or administrative action by communicating or urging others
to communicate with public officials." {Article 15, Section 2-91.3(a)(6), Hawaii County Code}
Registration forms and expenditure report documents are available at the Office of the County
Clerk -Council, Hilo, Hawaii.
Page 7 of 7 March 27, 2018, water Board Agenda