October 2015 Homework Group Final Report Web view09/10/2015 · Variable-frequency drives (VFD) will allow pumps to operate more efficiently, ... landscape types and climate), has

Rancho Viejo Effluent Reuse Homework Group Final Report, October 2015 - Page 1 of 10

INTRODUCTIONThis report outlines the work of the Homework Group on Rancho Viejo’s effluent reuse system. The group of Rancho Viejo residents met five times between October 17 – October 29, 2015 with the stated purpose to explore what would be an effective approach to obtain, distribute, and use reusable water at Rancho Viejo, and how the homeowners associations should approach this issue.

BACKGROUND INFORMATIONRancho Viejo’s Source of WaterUnivest-Rancho Viejo (URV) currently has water rights for 649.05288 acre-feet of water, which at .15 acre-feet of water per household will serve 4,330 homes. The source of water is the Buckman Direct Diversion that supplies water from the Rio Grande. The water rights are senior rights granted by the New Mexico Office of the State Engineer. They are approved in an Environmental Impact Study and a Biological Opinion under the Endangered Species Act. The rights are subject to some extreme drought conditions. URV will continue to acquire water rights in the future as part of an overall water management strategy.

Fifty percent of the water used at Rancho Viejo comes back into the system as treated effluent, which belongs to URV. This provides an additional 325 acre-feet of water that is available for aquifer recharge and non-potable uses including irrigation. Some of this water is already being used for irrigation by the existing neighborhoods in Rancho Viejo and by URV during construction of new homes. URV also contemplates developing a system to recharge treated effluent into the Tesuque Aquifer. In 2006 and 2007, Rancho Viejo, in cooperation with Governor Richardson’s water innovation fund, drilled an injection well and three observation wells to test the potential of ground water recharge and found that the well and the Tesuque Aquifer are capable of accepting 240 acre-feet of water per year with no adverse effects on the performance of the well or aquifer. The Santa Fe County standard for residential water use is .25 acre-feet per year. Rancho Viejo operates at .15 acre-feet and has a long history of water conservation as part of the College District.

Rancho Viejo’s Wastewater Treatment and Irrigation SystemsThe wastewater treatment system and the reuse irrigation system at Rancho Viejo are two separate systems.

Waste Water Treatment The Ranchland Utility Company wastewater treatment facility collects and treats all wastewater at Rancho Viejo through a process that results in high quality treated effluent. A portion of this effluent is discharged into an open pond to be used for irrigation during the irrigation season. The New Mexico Environment Department (NMED) regulates this reuse water system, or the effluent is discharged into the arroyo through a permit and


regulations issued by the United States Environmental Protection Agency (EPA). Ranchland’s rate structure for wastewater services are regulated by the New Mexico Public Regulation Commission (PRC). The PRC does not regulate the effluent.

Reuse Irrigation SystemThe reuse irrigation system distributes treated effluent from the wastewater treatment facility to the village irrigation systems. Currently, Ranchland Utility Company operates the distribution portion of the system, and each individual HOA operates their village’s irrigation system. Ranchland holds the NMED permit for reusing effluent and is responsible for meeting requirements of the permit.

The distribution system includes an open holding pond at the treatment plant, a wet well and two 75-horsepower pumps that deliver effluent through 8” distribution lines to the individual village irrigation systems. (See illustration.)

The distribution system requires some upgrades. Variable-frequency drives (VFD) will allow pumps to operate more efficiently, provide balanced water pressure to the village irrigation systems, and reduce start-up and stopping pressures and pumping time to extend the life of the pumps. Pre-programmed computerized control systems and new valves will reduce water use and energy costs and report and record water and energy use in real time. Ultimately, the pond may be covered or replaced by a 500,000-gallon storage tank to reduce evaporation and better manage the quality of effluent used for irrigation.


The individual village irrigation systems each transmit water from the distribution lines to irrigate village landscapes. The village irrigation systems are each operated independently by individual landscape maintenance companies, with no mechanism to coordinate watering schedules that would reduce water and energy use and extend the life of the system.

History Leading to the Effluent Reuse Homework GroupThe immediate history of why the group was convened began with letters from Ranchland Utility Company to the Rancho Viejo homeowner associations (HOAs) with existing effluent reuse contracts. The June 2014 letters stated that the management of the effluent reuse system needed to be handled through one entity that has adequate professional expertise to manage the system efficiently. They also said that the Agreement for Effluent Reuse would be terminated effective July 9, 2014, and that Ranchland would continue to serve the HOAs for the balance of the irrigation season under the following conditions1:

1. Ranchland will deliver the water at the wastewater treatment facility.2. The cost of pumping the water and maintenance of the system will be the

responsibility of the associations.3. A percentage of the available water will be allocated in accordance with the open

space contained within each association. Ranchland will require a water budget prepared by a landscape architect to be submitted annually to ensure the most efficient use of water.

4. The North Association, the South Association, and La Entrada Association must commit to form a new entity or joint venture by year-end to manage the water resource which entity must be professionally managed for the benefit of the Associations. In addition the agreement must anticipate the addition of other subdivisions within Rancho Viejo.

5. The cost of infrastructure to build a more efficient system shall be borne by the associations.

6. Separate meter electricity must be installed at pumps.

The letters were sent because of a history of difficulties working with three separate HOAs, resident complaints about the system, and a need to plan for future necessary system repairs and capital improvements. The HOAs requested that a Homework Group be convened to address the issue.2

1 These conditions come from the letters sent to the North and South HOAs in June 2014, and were included here to provide the background behind the formation of the Homework Group and explain the situation as of the summer of 2014. They are not meant to influence the decisions of the Homework Group. The La Entrada HOA did not receive such a letter because they did not have an agreement to be terminated.2 Representatives of the three HOAs met in April 2015 and expressed support for the idea of a Homework Group. Comments have been received that not all of the HOAs supported the process and the representatives were speaking as individuals.


An engineering study was also commissioned to investigate how to separate the system into three distinct systems, one for each HOA. The study, completed by the firm Molzen-Corbin and Associates, found that the cost of separating the system and completing the necessary improvements to normalize pressure and provide proper water allocation would be $1.9 million. Trying to avoid this cost created an additional reason for homeowners to meet and try to develop another solution.

ACTIVITY OF THE HOMEWORK GROUPAll residents of Rancho Viejo were invited to participate in the Homework Group. The letter of invitation said:

As you may know, the Homework Group is a planning initiative to explore what would be an effective approach to distributing and using reusable water at Rancho Viejo, and how this and other issues of common interest should be approached by the homeowner associations…

This is your chance to participate in making decisions about the future of the delivery of water at Rancho Viejo. If it is not done by you and your neighbors, it will be done via a traditional planning process. This is your best opportunity to have input and to ensure that future water delivery meets your needs. It will be difficult to complain that inappropriate things are being done or that there wasn’t a chance for input if you pass on this opportunity.

We recognize that some people are cynical that the planning will amount to anything or that the management will just do what they want, but history has proved otherwise. This process has been utilized three times at Rancho Viejo. Despite cynicism and distrust, in each instance the group reached a consensus about what should be done and the consensus guided all decisions. The management of Rancho Viejo will participate in the process and have a chance to say what they prefer, just like you will. It will be hard for management to ignore a consensus reached by the group. There will be a written record that can be used by management and by residents to show what everyone jointly wants in their community.

All residents of Rancho Viejo were invited to the first meeting of the Homework Group on October 17, an educational meeting about the issue and the background of effluent reuse in Rancho Viejo. To be a part of the full Homework Group process, residents had to commit to all four of the remaining three-hour meetings. All three HOAs had residents participating.

Carl Moore and Jessie Lawrence facilitated the work of the Homework Group. Joe Porter, Faith Okuma, and Joseph Charles served as planning advisors. The website http://lawrencemeetingresources.com/ranchoviejo has complete meeting reports, presentation slides, and other materials from all of the Homework Group sessions.

http://lawrencemeetingresources.com/ranchoviejo


The First Meeting: October 17, 2015This was primarily an educational session. Approximately 50 community members attended for four hours to learn about the history of the system and other necessary background information. There was agreement with the vision statement created by the Homework Group in 2014:

We live in Rancho Viejo because of its community: its friendly and diverse neighbors, quiet streets, and safety. We live here because of the amenities: the trails, parks, schools, and public services. We live here because of the access to Santa Fe and its history and culture. We live here because of the views, the open space, and the night skies. We live here because it is a beautiful place.

We subscribe to the basic principles of protecting the land system; creating a pattern of villages, neighborhoods and employment centers; and building a diverse, quality community.

In the future, we want to create a sense of place. We want to ensure that the amenities are maintained. We want to protect our quiet streets and high-quality architecture. We want to keep the open space and views. We want to retain the original community feel.

And if we do that, we will protect and enhance our lives, community, and the value of our properties.

In addition, there were presentations on Rancho Viejo planning, Rancho Viejo’s water use, the existing system capacity, the requirements of the system’s discharge permits, and HOA water use and costs.

The Second Meeting: October 19, 2015At the October 19 meeting, the Homework Group, working in small groups, created positive and negative scenarios of a future effluent reuse system. Molzen-Corbin & Associates presented their work and answered questions.

The Third Meeting: October 22, 2015On October 22, meeting participants finalized their statement of the Homework Group’s purpose: to explore what would be an effective approach to obtain, distribute, and use reusable water at Rancho Viejo, and how this issue should be approached by the homeowner associations. Again working in small groups, the Homework Group identified elements that needed to be in any solution.

The Fourth Meeting: October 26, 2015


Meeting participants discussed the physical elements of the irrigation system, including broad estimates of the cost of improvements, and the elements of a necessary management structure.3

The Fifth Meeting: October 29, 2015Homework Group members reached agreement on a number of propositions regarding what the irrigation system should look like and how Ranchland Utility should interact with the community.

FINDINGS/RECOMMENDATIONS OF THE HOMEWORK GROUPTo develop recommendations, the Homework Group worked through a set of propositions developed by the planning team based on the group’s work. Each proposition listed below includes the language agreed on by the group. Additional comments below each proposition answer questions, explain disagreements within the group, or note information necessary for implementation:

Proposition 1: Ranchland Utility is responsible for effluent distribution. Comments:

o Some meeting participants supported additional language that Ranchland’s responsibility is based on its NMED permit.

o Some meeting participants supported additional language that Ranchland should be responsible pursuant to a contract with a single entity that covers all of the HOAs in Rancho Viejo.

Proposition 2: The Homework Group wants a system that operates on a schedule (calculated by area needs, landscape types and climate), has adequate pressure and volume, is sustainable, and is delivered at the most reasonable cost.

Proposition 3: Ranchland Utility is responsible for providing improvements to the effluent provision system based on a cost recovery model. The costs allow them to “break even” in funding operations and capital costs.

Proposition 4: Almost everyone in the Homework Group agrees that there is a need to make some improvements to the system, as opposed to doing nothing. These improvements will need to be phased, put out for bid, and considered as funds are available.

Comments:o In this discussion, meeting participants worked through a list of possible

improvements that have been discussed during the Homework Group process, including VFDs, smart valves and meters, and a 500,000-gallon tank,

3 Costs were discussed in broad terms to estimate how different scenarios might work. Exact costs are not available at this time because they require expert estimates and may change.


and worked through different ways that these improvements might be funded. Meeting participants struggled with insufficient information about the total cost of improvements and the potential impact on effluent rates, and noted that in whatever decision is made, they want to avoid excessive costs.

o One meeting participant did not agree with the need to make improvements to the system and said that the problem could be solved by better communication between the HOAs.

o Several people said that there is a need to develop a system for creating a scope of services, accepting bids, and working with an engineering firm to identify and solve the problem.

o One meeting participant asked for information from each HOA about whether they could financially contribute to system improvements.

Proposition 5: The system will operate as a customer/vendor model.

Proposition 6: Ranchland Utility will deal with a single entity that is professionally managed.

Comments: o Meeting participants struggled with whether a single entity and a

professional manager were really needed, and discussed engineering solutions or contractual solutions. In discussion, it was determined that engineering and contractual solutions would not fully solve the problem.

o Meeting participants recommended the formation of an advisory committee including two members from each HOA.4 Each HOA will seek volunteers with appropriate expertise, and there will be a call for volunteers at the Homework Group’s open house in December. Initially, the advisory committee will operate under a memorandum of understanding. The advisory committee will communicate between Ranchland Utility and each HOA and will make recommendations about necessary next steps, which may include scheduling agreements, one manager, and the creation of an entity with legal authority such as an irrigation district or water board. One of the tasks of the advisory committee will be to figure out how the HOAs can speak with one voice to Ranchland.

NEXT STEPS/IMPLEMENTATIONThe Homework Group’s findings and recommendations will be publicized via email, HOA newsletters, and other means. The Homework Group agreed on the need for a community open house no later than December 10, 2015, to share the recommendations with the rest

4 Several members of the Homework Group have said that they do not support the formation of an advisory committee, and while this was part of the discussion, it did not receive the full agreement of the Homework Group as part of the process.


of the Rancho Viejo community. Volunteers for the advisory committee will be sought at the community open house and by asking the HOAs to help identify representatives with the necessary expertise.


SIGNATURE PAGEWe, the participants in the Rancho Viejo Homework Group, support these recommendations. We believe that they were arrived at openly and fairly and represent the consensus of the group.

Dated: November, 2015

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________

___________________________________Printed Name: _______________________


APPENDIX: COMMENTS ON FUTURE RESPONSIBILITIESThis list of responsibilities was developed by Joe Porter to provide a scenario for distribution of responsibilities to implement the direction established by the Homework Group. Joe is a member of the Homework Group planning team and a long-time planner for Rancho Viejo.

To move forward in implementation, responsibilities will need to include:

Univest-Rancho Viejo & Ranchland Utility Responsibilities1. Secure and protect water rights for existing and future residents, institutions and

business that will ultimately exist in the 11,000-acre Rancho Viejo community. 2. Operate Ranchland Utility Company consistent with EPA, NMED and PRC permit

requirements and regulations.3. Direct the system improvements required to meet the values and needs of the

Rancho Viejo community; determine the costs of improvements, operations, and cash reserve requirements; and work with one representative of the participating HOAs to evaluate options to fund these costs.

4. Coordinate with the professional representative representing the HOAs to keep the HOAs informed and gain citizen input on funding alternatives.

Village Homeowner Associations Responsibilities1. Select a consultant or manager who is a professional in designing and managing

large irrigation systems and landscapes to coordinate preparation of information required by Ranchland to design system improvements and represent the villages in back and forth communications with Ranchland.

2. Provide the consultant or manager with the policies and information required to calculate the amount of water required to irrigate each village and to represent the villages in communications with Ranchland.

Joint HOA Consultant/Manager Responsibilities1. Establish the water requirements for irrigation of each village and document

requirements in a single format for use by Ranchland in improving the reuse distribution system.

2. Evaluate the condition of the irrigation system in each village and evaluate the potential cost benefits of establishing a smart control system for individual villages.

3. Represent the HOAs in communication with Ranchland to review system improvement alternatives, phasing of improvements, and options for funding.

Documents

October 2015 Homework Group Final Report Web view09/10/2015 · Variable-frequency drives (VFD) will allow pumps to operate more efficiently, ... landscape types and climate), has