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HomeMy WebLinkAboutAgenda Packet 01/14/2003 UTILITY ADVISORY COMMITTEE PUBLIO WORKS CONFERENCE ROOM PORT ANGELES~ WA cJB362 · .IANUARY ~ 4~ 2[~n3 3:00 P.M. A[~ENDA I. CALL To ORDER II. ROLL CALL III. APPROVAL OF MINUTES FOR DECEMBER ~ E]~ 2n02 IV ELECTION OF OFFICERS V. LATE ITEMS VI. DISCUSSION ITEMS A. FLUORIDATION PRESENTATION BY OMC B. ctUBSTATION DESIBN {:ONTRAr~T CHANBE ORDER DEASTIVATION OF MORSE CREEK WATER C~UPPLY LINE D,WAN USE A{~REEMENT AMENDMENT E.AmmEPT NORTHLAND FIBER LINK AND NODES F,INSTITUTIONAL NETWORK ¢=;ERVISES ABREEMENT COMPLETION UTILITY ADVISORY COMMITTEE Port Angeles, Washington December 10, 2002 L Call to Order: Chairman Bentley called the meeting to order at 3:00 p.m. ~.~'~ II. Roll Call: Members Present: Chairman Bentley, Councilman Campbell, Councilmember Rogers, Councilmember Erickson Members Absent: Dean Reed Staff Present: Craig Knutson, Glenn Cutler, Ken Ridout, Gary Kenworthy, Scott McLain, Larry Dunbar, Bob Kajfasz, Jim Harper (IT), Cate Rinehart Others Present: Brian Gawley - Daily News Craig Johnson - Capacity Provisioning III. Approval of Minutes: Chairman Bentley asked if there were any additions or corrections to the meeting minutes of November 12, 2002. Councilmember Rogers moved to approve the minutes. Councilmember Erickson seconded the motion, which carried unanimously. Chairmen Bentley asked if there were any additions or corrections to the meeting minutes of November 26, 2002. Councilmember Rogers moved to approve the minutes. Councilmember Erickson seconded the motion, which carried unanimously. IV. Discussion Items: A. Olympic Medical Center Conservation Rebate Agreement Bob Kaj fasz, Commercial Energy Analyst, indicated that Olympic Medical Center had proposed an energy efficiency project which qualifies for a potential rebate of $136,765 if all measures are implemented and the savings of 759,805 kWh per year are verified. It was noted that the proposal consisted of seven separate items (heating, lighting, etc) and that due to the size of the rebate Council permission was being requested. Abriefdiscussion followed. Councilmember Rogers moved to recommend City Council authorize the City Manager execute an Energy Conservation Rebate Agreement with Olympic Medical Center. Councilmember Erickson seconded the motion, which carried unanimously. B. Consumer Electricity Reduction Program (Late Item) Scott McLain, Deputy Director of Power Systems, gave a brief update explaining that during the contract year, 35,300 customers were able to reduce energy use more than 10%, saving the City over 14 million kWh. These customers received rebates totaling $650,000 during the year, and were based on the amount they saved compared to the previous year. Information only. 1No action taken. C. Institutional Network Services Agreement Amendments Larry Dunbar, Power Resources Manager, advised an amendment was required to include sales tax and to increase non-recurring charges by a maximum of $34,768.. Unforseen expenses occurred while performing inside work. There was a brief discussion. In the memo to Council staff was requested to clarify that the money would come from the Light Fund Reserves. Councilman Campbell moved to recommend City Council approve the proposed amendments to the Institutional Network Services Agreement and authorize the City Manager to use contingency funding for local area networks as necessary. Councilmember Erickson seconded the motion, which carried unanimously. D. I~estern Public Agencies Group (~VPAG) Agreements For 2003 Scott McLain, Deputy Director of Power Systems, reiterated the City had been a member of WPAG for several years and was one of twenty-one utilities with similar interests. The City share of the contract amount of $220,000 is 5.5% which has been budgeted. It was advocated that because the contract amount is under $15,000 it was within the City Manager's authority to sign without Council review. A discussion followed with additional language added to StafFs recommendation (as underlined). Councilman Campbell moved to recommend City Council authorize the Director of Public Works and Utilities to sign agreements with Marsh Mundorf Pratt and Sullivan, and EES Consulting for WPAG services during the year 2003 for an amount not to exceed $13,000 and during the year 2004 for an amount to be approved by the Council in the budeet process. Councilmember Rogers seconded the motion, which carried unanimously. V. Status Reports Institutional Network Implementation Consulting Services Franchise Transfer Status Report Update Larry Dunbar, Power Resources Manager, reported little had occurred conceming the transfer agreement. Clarence West has been retained as the attorney to review all documents however sothe pertinent information is still lacking. Staffis hoping to bring the issue before the UAC and Council in January 2003. A brief discussion followed. No action taken. Information only. Utility Advisory Committee December 10, 2002 VI. Late Items D-7R Equipment Lease From N.C. Machinery Company Ken Ridout, Deputy Director of Operations, explained that the approved lease did not include tax and the price had been increased by $460 per month. It was noted that a payment made annually would allow a 4% discount. There was a brief discussion. Councilman Campbell moved to recommend City Council grant the additional funds necessary to pay the annual lease amount of the Caterpillar Track Type Tractor D-7R from N.C. Machinery Company of Port Angeles. The total lease cost not to exceed $6,000 per month. Councilmember Rogers seconded the motion. The motion carried with Councilmember Erickson opposing. Streets Staffwas directed to promote cost sharing and a pro-development attitude regarding streets, sidewalks and gutters both in new development and repair work. Customer education of the state and federal requirements was encouraged. Information only. No action taken. VIL Next Meeting: Thc next regular meeting will be January 14, 2003. VIII. Adjournment: The meeting adjourned at 4:15 p.m. Allen Bentley, Chaihnan Cate Rinehart, Administrative Assistant 2.68.010 2.68.030 CHAPTER 2.68 UTILITY ADVISORY COMMITTEE Sections: 2.68.010 Purpose. 2.68.020 Committee Created. 2.68.030 Membership. 2.68.040 Organization. 2.68.050 Duties. 2.68.010 Purpose. The declared purpose of this Chapter is to provide a mechanism for the City Council of Port Angeles to obtain the benefits of recommendations, advice, and opinions on those matters affecting City utility policy and operations from a committee which may devote the necessary study to careful consideration of such matters and which will increase citizen participation and input to local government. (Ord. 2489 §1, 5/27/88) 2.68.020 Committee Created. There is hereby created a Utility Advisory Committee which shall consist of five members. (Ord. 2489 §1, 5/27/88) 2.68.030 Membership. A. Procedures. 1. Three Council members of the Utility Advisory Committee shall be appointed by the Mayor from the seven members of the City Council. 2. Two citizen members of the Committee shall be selected and appointed in accordance with the City Council's Rules of Procedure. One of these two members shall represent the industrial customers of the Cit,fs utilities and the second member shall represent all other customers of the City's utilities. 3. Citizen members may be removed from office for reasons deemed appropriate by the appointing authority, including, but not limited to, malfeasance in office or neglect of duties. B. Criteria. Criteria used in selecting citizen members shall include, but not be limited to, the following: 1. Members shall be residents of the City. 2. Members shall have displayed an interest in the work of the Committee. 3. Members shall be selected in accordance with the Equal Opportunity guidelines. 4. Members shall be appointed without regard to political affiliation. 5. Members shall not be City employees. 2-43 5/2002 2.68.030 2.68.050 C. Terms. Terms for citizen members shall be as follows: 1. A full term of office shall be four years. 2. As of December 31, 1997, the term of office of the member representing industrial customers shall be extended to December 31, 1999, and the term of office of the member representing other customers of the City's utilities shall be extended to December 31, 2001, after which the two members shall be considered to have served two full terms. 3. The term of office shall start on March 1st of the year in which the appointment is made, provided that appointments to an unexpired term shall start as designated in the appointment. 4. Members of the Committee may be appointed to succeed themselves; provided that no person shall be allowed to serve more than two consecutive four (4) year terms. 5. Appointments to fill an unexpired term shall be only for the remainder of that term, after which a reappointment may be made. 6. Members shall serve without pay. (Ord. 3051 §3, 5/26/2000; Ord. 2975, 11/28/97; Ord. 2489 §1, 5/27/88.) 2.68.040 Organization. A. The Committee shall elect its own chairman and vice-chairman from among its members and create and fill such other offices as it deems necessary for efficient operation. It shall adopt rules for the transaction of business and keep written record of its meetings, resolutions, transactions, findings and determinations, which record shall be a public record. B. The Committee shall hold meetings as deemed necessary by the City Council to carry out its duties. There shall be a fixed time and place of meetings which shall be made known to the public, and all regular sessions of the Committee shall be open to the public. Three members shall constitute a quorum for the conduct of official business. (Ord. 2489 §1, 5/27/88.) 2.68.050 Duties. The Committee shall be responsible to the City Council for its duties and actions. The duties of the Committee shall include, but not be limited to, the following: A. To give advisory recommendations to the City Council on matters relating to City utility policy and operation and all other matters as the City Council may deem appropriate. B. To adopt bylaws, rules and regulations consistent with the laws of the State of Washington for conducting the meetings of the Utility Advisory Committee. C. To maintain and preserve the confidentiality of information discussed in executive session pursuant to Ch. 42.30 RCW and the City Council's Rules of Procedure. (Ord. 2489 §1, 5/27/88.) 03/2002 2-44 BY-LAWS UTILITY ADVISORY COMMITTEE I PURPOSE AND DUTIES. The purpose and duties of the Utility Advisory Committee of the City of Port Angeles shall be as set forth in Chapter 2.68 of the Port Angeles Municipal Code, a copy of which is attached to these By-Laws and incorporated herein by this reference. II MEMBERSHIP AND ORGANIZATION. The membership and organization of the Utility Advisory comrmttee of the City of Port Angeles shall be as set forth in Chapter 2.68 of the Port Angeles Municipal Code. III NOMINATION AND ELECTION OF OFFICERS. Nomination of elective officers shall be made from the floor at the annual election meeting, which shall be held at the first regular meeting of each year. The election shall follow immediately thereafier. Officers shall be nominated and elected from the members of the Committee only. A nominee receiving a majority vote of those present at the election meeting shall be declared elected. Vacancies in elective offices shall be filled uranediately by regular election procedure for the remainder of the year. IV DU'I1ES OF OFFICERS. A. Chairman. The Chairman shall preside at all meetings of the Utility Advisory Committee and shall call special meetings when necessary or required to do so. The Chairman shall have the privilege of discussing all matters before the Utility Advisory Committee and voting thereon. The Chairman shall have all the duties normally conferred by parliamentary usage on such officer and shall perform such other duties as may be ordered by the Utility Advisory Comrmttee, except as otherwise provided in these By-Laws or City Ordinances. B. Vice-Chairman. The Vice-Chairman shall assume the duties and powers of the Chau'raan in iris absence. If the Chairman and Vice-Chairman are both absent, the Utility Advisory Committee members present may elect a temporary Chairman by a mai ority vote of those in attendance. -1- V MEETINGS. A. Regular Meetings. The regular monthly meeting for the Utility Advisory Committee shall be held on the second Tuesday of each month at 3:00 P.M. in the Port Angeles City Hall, except as otherwise designated by the Utility Advisory Committee. B. Order of Business. (1) Call to order by Chairman. (2) Roll call. (3) Approval of minutes of preceding meeting. (4) Regular business. (5) Late items. VI PROCEDURES. A. Parliamentary Procedure. Procedures in Utility Advisory Committee meetings shall be governed by Roberts Rules of Order, Revised (1979 edition), unless otherwise provided by these By-Laws. B. Voting. Decisions of the Utility Advisory Committee shall be by a majority vote of those present. If a member is present but does not vote, such member shall be determined to have voted "yes" at the time the vote is taken. VII AMENDMENTS. These By-Laws may be amended at any regular meeting by the affmnative vote of three members of the Utility Advisory Committee, provided that the proposed amendment has been submitted in writing at a previous meeting. Adopted June 10, 1991 Amended December 9, 1991; March 10, 1997; and February 12, 2002 -2- OLYMPIC MEDICAL CENTER CLALLAM COUNTY PUBLIC HOSPITAL DISTRICT NO. 2 RESOLUTION NO. 315 A RESOLUTION of the Board of Commissioners of Olympic Medical Center ("OMC"), endorsing the fluoridation of public water supplies within OMC's service area. WHEREAS, a group of concerned citizens, physicians and dentists has requested that OMC review the issue of whether fluoride should be added to public water supplies within OMC's service area; and WHEREAS, the Board of Commissioners requested that the medical staff of Olympic Memorial Hospital review the issue; and WHEREAS, the medical staff has reviewed the issue, and has recommended to the Board that OMC endorse the addition of fluoride to public water supplies within OMC's serx'ice area; and WHEREAS, this recommendation is based upon scientific evidence that the addition of fluoride to domestic water supplies at optimum levels has been proven to prevent tooth decay in persons of all ages, and has never been proven to result in health hazards to persons of all ages; NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of Olympic Medical Center as follows: Section 1: Olympic Medical Center endorses the addition of fluoride to public water supplies within OMC's service area at optimum levels. The public water purveyor should determine the optimum level on the basis of available medical and scientific information. Section 2: The clerk of the Board is requested and directed to forward copies of this resolution to all public water purveyors who provide service within OMC's service area. Adopted and approved by the Board of Commissioners o,f ,Olympic Medical Center, at an open public meeting thereof this I~'t day of ? 2000, the following Commissioners being present and voting in favor of the Resolution: ATTEST: Presi'~nt and Commissioner Secretary and Commissioner C~ner / ./2~ ~, Commissioner Commis~i~.~er~/- '0-' Commissioner Commissioner Resolution 315 - Fluoridation Clallam County Public Hospital District No. 2 Page 2 ort Angeles Children's Decay Rate Oral Health of Head Start Children in Port Angeles and Washington 60 ~ 50 48.4 48.4 'O 41.6 .= 40 o 30 ~ 22.6 21.5 ~ 20 · 10 n 0 Decay History Untreated Decay ECC IIMt. Angeles View []Washington] Oral Health of2nd & 3rd Grade Children in PortAngeles and Washington 7 0 64.6 ~. 6O · = 50 4 0 36.6 ~ 30 u 20 17.6 n 10 Decay History Untreated Decay IIPortAngeles ~lWashington I How Fluoride Strengthens and Repairs Teeth Progression of Caries · Process of dem ineralization is slow and reversible before cavitation · Detection of "pre-cavitated" carious lesions is crucial to prevent progression Ism ail. Community Dent Oral Epidemiol 1997;25:13-23 Rem ineralization Process Acid Attack Rem ineralization Surface Enamel I ~ FHA or CaF2 releases Calcium & ~k.~ deposited on Phosphate enam el surface Fluoride is Fluoride combines with released from plaque Ca & dissolved apatite Fluorides in caries prevention. Wright, Boston, 1991; p 295-323. Clallam County Oral Health Program Cyndi S. Newman, RDH Oral Health Coordinator 360.417.2408 CNewman@co.clallam.wa.us 1983 CCALLAN COUNTY DENTAL $CR££#I/tG PROJECT A STUDY OF DENTAL HEALTH IN SIXTH THROUGH NINTH GRADERS IN FORKS AND PORT ANGELES CONDUCTED BY THE CCALLAN COUNTY DEPARTMENT OF HEALTH OF THE OFFICE' OF MATERNAL AND CHILD 'HEJU~TH SERVICES Booth Gardner. Governor John A. Bea~e, N.D., Otvl $1on Dtrector DIvlston of Health Washington State Department, of Social and Hulth :$e~tces Office of lqaternal and Chtld Health SerVices ~ August' 1985 ACKNO~EDGE~NTS This report was p~epared wtth the support of the following Dtviston of Health staff: Patrtcta K. Wtlktfls, Chief Office of Maternal and Child Health Services Robert H. Ceahy, M.O., Chief Office of Preventive Health Services Jentfer H. Louden, M.A., Research Analyst Office of Maternal and Child Health Services Robert Fatne, D.D.S. Dental Health Program Melanie Henry, Dental Health Consultant Dental Health Program Staff of the Clallam County Department of Health, particularly Dr. Stanley A. Garltck, Health Officer; Carol Owens, Human Services Coordinator; and D'tann Lavik, Public Health Nurse, aided State Dental Program staff in setting up this study. They helped in selecting students to participate, and distrib- uted consent forms to parents. They also helped by arranging for time during the school day when students might participate. The screenings were done by Dental Program staff with the assistance of R. Henry, D.D.S., in Forks and J. Seamans, D.D.S., in Port Angeles. Teachers and ether staff members in the participating schools, along with parents of school children, and the sixth through ninth graders themselves, complete the roster of those whose assistance made this study possible, and without whose help it could not have occurred. ABSTRACT The 1983 C1allam Count)' Dental Screening ProJect examtned the teeth of s~xth through ninth grade students tn a sample of publlc school children tn t~o C1allam County coe~nun~ttes. In Forks, over 20 )'ears o¢ fluoridation of the publlc water supply was reflected by a lower average number of dec~yed, missing, and filled surfaces (DI~FS) of permanent teeth tn the students observed ($.93), while the Port Angeles students had a mean D~S of 6.44. More Importantly, ~hen students 12 through 15 years old who had lived in each co~unfty for frye or mere )'ears--not ~nclud~ng the Port Angeles students that received fluortde treatments at the dentist's or participated ~n a school fluoride rinse p~ogram--were compared, 21.~i percent of the Forks students had no dental deco)' Jn permanent teeth, ~hlle only 1Z.$ percent of the students tn Port Angeles were free of tooth decay, TABLE OF CONTENTS Page INTRODUCTION .................... 1 I. METHODOLOGY ..................... Objectives ............. Consent Forms ......... Examinations .............. Recording and Coding .... . ........ 3 A Brief Oescrtptton of the Communities .... 3 II. FINDINGS ................. 4 Description of Two Groups ............ 4 Table I: Smm.ary of Oral Health of Sample Students . . . 4 Table II: Sex and Age of Sample Students ......... S Table III: Reported Use of Fluoride Supplements · · · 6 Co~artson by DMFS by Co~mnunity ........... 6 Table IV: 12-15 Year-Olds Co~ared by Fluoride Experience 7 Table V: Comparison of 12-13 Year-Olds by Fluoride Experience ................... 8 Side Surfaces of Students' Teeth in the Two Communities . . . g Table VI: Percent of Non-Occlusal Decayed and Filled Surfaces ..................... 9 Comparison of Dental Health in Sample Sites and in the Nation . 10 Table VII: Percent of Students With Oecayed Teeth in Clallam County and in United States ......... 10 III. 01SCUSSION ................. APPENDIX .................. Statement of Stuc~y Purpose ........ 13 Consent Form ............. 15 Examination Form ............ 16 Code Sheet ............. 17 iii ~NTRODUCT~ON STUDY PURPOSE Numerous studtes have co~ared the decayed, missing, and f~lled tooth surfaces (DMFS) of young people using various fluoride agents. These studies have shown far fe~er OMFS (on the average) among those utilizing fluorJde.! Washington State has few communities where natural fluorJdes in water are considered "adequatem for decay preventJon (a minimum of 0.8 parts per million ts the amount the Office of Environmental Health Programs defines as sufficient). A recent report by the state's Oental Health Program estimates that fe~er than 3,500 of our elementary-school children (under ! percent) have teeth protected tn this way. And only 1Z3,000 (less than 31 percent of S- to Il-year o~ds) are protected by fluoride added by co~unittes to their public water.~ One co~unity tn ~ashtngton that has been adding fluorides to public water for almost 30 years ts Forks, in Clallam County. Because of this, and because tt was felt that a dental' examination of a large sample of public school chJldren would enable the Local Health Department and the state's Oental Health Program to assess needs for dental education and care tn both towns, a comparative study was done tn February of 1983 in Forks and Port Angeles schools. I Dental Caries Prevention in Public Health Programs, USDHHS, PHS, NIH publication Ho. ~1-2235, 8/~1, ed. Horowitz and Tho~s, discusses several and lists many on pp. 40-42. 2 Report: Washington State 1982 Dental Rinse Survey, DSHS, OCHS, Maternal and Child Health Section, 11/82, p. 4. RECORDING AND CODING Recorders ~a~ked forms with codes representing the status of each tooth during the examinations. Those forms and the parent-signed forms detailing the residence and the fluoride-use history of the students were abstracted and coded onto another form tn the Office of Co~nunity Health Services In ttay through July of 1983,1 and then were keyed at a co~puter tenatnal there. A computer program was written tn the Statistical Package for the Social Sciences (SPSS) at that office, to analyze the data obtained. A BRIEF DESCRIPTION OF THE COV~4UNITIES C1allam County, with a populatfon at the tl~e of the I950 Census of slightly less than 52 thousand persons, covers an area of over 1,700 square miles. Zt ts situated at the northern edge of the Olympic Peninsula. Port Angeles ts a coastal city on the Strait of Juan de Fuca, south and opposite the city of ¥1ctorta on Canada's Vancouver Island. t~tth a population of 17.3 thousand, Port Angeles ts ho~e to a third of Clallae County's residents. Forks ts an inland town of Just over three thousand persons (less than six percent of the county's people). Located near the southeast corner of C1alla~ County, Forks ts only a few miles from the Qutleute Indian Reserva- tion on the Pacific Coast.2 I See Appendix, pp. 13-15, for examples of the parent forms, the coded examination card, and the code sheet used for abstracting from the examination. Note also that the Office of Comn~ntty Health Services was reorganized at the end of 1983 into the Office of Preventive Health Services and the Office of Haternal and Child Health Services. 2 Data on populations in the county and the two towns are from the Bureau .of the Census' General Population Characteristics, Washington, 1980, ¥ol. 1, and from the 'Office of F~nanctal ~anagement's Washington State Data l~,ok,~ 1983. The two de, graphic variables oF sex and age were co~ared for s~cb~ par- t~c~pant$ ~n the t~o communfttes {see Table II bel~). Average age of pa~c~patfng st~Jdents was Found to ~ s~hat T~er In PO~ Angeles San ~n Fo~s. In Fo~s. ~e avera~ a~ oF stu~ cases was 13.2 years. Port An~]es participants had a mean age of I~.9. Because of these dif~ere~es. ~t ~as ~c~ded to examt~ the OMFS wh~le controlling For age as we]] as residence ~n each of ~e ~o cofll~un~ttes. TABLE I I SEX AND AGE OF SAMPLE STUDENTS 1983 CLALLAH COUNTY OENTAL SCREENING PRO~ECT ' COIqMUN,[ TY OEMOGRAPHIC FORKS PORT ANGELES VARIABLES NUMBER (PERCENT) NUMBER (PERC£N,T) SEX Male 187 (51.9) 274 ($0.1) Female 173 (48.1) 973 (49.1) AGE* 10- 11 35 {9.7} 70 (12.8) 12 - 13 174 (48.3) 307 (56.1) 14 - 15 135 (37.5) ].65 (30.2) 16 - 17 16 (4.4) 5 (0.9) TOTAL 360 (100.0) 547 (100.0) *Average for Forks was 13.2 years and for Port Angeles was 12.9 years. What numbers and p~opo~tt-~s ~f st~'dents, or thetr pa~ts: reported use of fluoride supplements? What types of supplements were reported used? Table I~! shows these for each community. Note the large difference betNeen the t~o towns in reported use of fluoride tablets and fluoride rinses, as well as in fluoride administered in dentists' offices. That so many Forks students reported some use of these supplements fs doubtless due to the large number of them who had lived fn other communities. 5 TABLE [¥ 12-15 ¥£AR-OLOS CO~PARED 81' FLUORZDE IrXP£R[£NCE 1983 CLALLAN COUNTY DENTAL SCREENING PROdECT FLUOR[DE FORKS I PORT ANGELES GROUPED OMFS** YES NUMBER (PERCENT)I NUMBER (PERCENT)I None 38 (21.6) 11 ! - 4 $7 (32.4) 23 (26.1) 5 - 8 43 (24.4) 24 (27.3) 9+ 38 (21.6) 3O (34.1) TOTAL 176 (100.0) 88 (I00.0) X~= 7.1 with 3 d.f.; not significant (p = .058). *"Yes' represents five or more years of living in Forks, where water is fluoridated. 'No' indicates five or ~re years of residence in Port Angeles, an unfluoridated community, AND no experience ot schoo! .fluoride rinse or dentists' flu~'~Tde l~'Featments. . **Decayed. missing, and filled surfaces in secondary teeth. For part of the subset (see Table IV), the difference in DMFS by fluoride experience was significant (p <.05): this was just the youngest students-- those 12 an~)-~l'3 years old. A significant association between five or ~re years in the fluoridated con~nunity and a reduced number of decayed, missing, and filled surfaces in the permanent teeth of the 12 and 13 year-olds was seen in this sample. This means that enough difference between the con~nuni- ties was observed in the sample--and that it was a large enough sample--that we can expect that the difference will hold up in the two con. unities over all of the population of 12 and 13 year-olds. 7 SMOOTH SURFACES OF STUDENTS' TEETH Itt THE TWO corI~JNITIES The greatest difference in dental health ~t~een persons ~vho have the advantage of drlnktng fluoridated water or of using fluoride supplants is a difference tn the status of the s~oth (non-occlusal) surfaces of the teeth. Because these smooth surfaces may show far more of the effects of fluoride use. it was decided to also co, are the ~ sites by the status of the students' non-occlusal tooth surfaces. Table VI. Nlow. sh~ h~ these decayed and ftlled surfaces of non-occlusal teeth co~are tn the two sites for Just those students ~o had lived in their cor~nuntttes for five or more years and who--in the case of Port ~geles--had not received dent&l 'fluoride treatments, rlote that. while the differences do not seem large in the proportions of students affected, there is a notable difference in the average number of non-occlusal decayed and ftlled surfaces of seconda~ teeS. TABLE VI PERCENT OF IQON-OC~U~ OECAYED AND FILLED SURFACES 1983 CLALLAN COUNI"f OENT~ SCREENING PRD~IECT FLUOR1UL EXPLRIENCL" I I I I FORKS I PORT ANGELES GROUPED DI'tF S** '1 YES I NO i None 39.9~, 33.0~ I - 4 45.1~, 47.3~ 5 - 8 9,8~ 15.45 9+ 5.2~ 4.4~, I AVERAGE NUMBER 0.803 I 0.913 *'Yes' represents ftve or more years of 11vtng tn Forks, ~here water Is fluoridated. "No' indicates ftve or more years of residence in Port Angeles, an unfluortdated cmmunt~, and no experience of school fluoride rinse or dentists' fluoride treatments. **Total number of decayed and f~lled surfaces in secondary teeth affecting non-occlusal surfaces to those teeth. 9 III. OISCUSSION The differences between the two co~unitles sa~led in this study ~ have some effect on the results and their l~ltcattons. Forks and Port Angeles are conm~nittes that vary in a nun~)er of w~s in addition to the fluorida- tion of public water supply. There is a preventive effect of fluoridated water on children's teeth that depends on the age at which they begin to drink it. We ~o not know how many years of experience of fluoridation students had while living outside of the two communities (255 of the Port Angeles young people had lived there for ten or more years, but only 12~ of the Forks youth had lived in that town for ten years). Despite these problems, it is clear that the teeth of Forks' 12 to 13 year-olds were healthier than those of their Port Angeles peers, when children who had lived in each town for five or more years were co~aredo Most t~ortant, of course, to this study was the public health aim of identifying those of the children examined who were in tnmmdtate need of dental care, and of increasing co~nunity awareness of the need for such care. Of the more than gO0 young people screened, there were X04 Mo needed dental care and whose families were so informed. It is hope(~ that this did assist the parents of those Forks and Port Angeles students who were screened to consider the health of their children's teeth as very i~ortant. 11 APPENDXX STATE~NT OF PURPOSE GENER~U. INFORMATION DENTAL SCREENING/IrORKS AND PORT ANGELES PURPOSE OF SCREENING SURVEY It has come to our attention that there have been no recent dental screenings of public school children in C1allam County. Because the community's dental health is a public health issue, the Clallam County Department of ldealth is interested in surveying a sampling of school children to obtain the following information: (1) The general condition of teeth for county children. Is there a significant number of children whose dental exams show they are not receiving proper dental care? (This information will be relaYed to the Dental Society and Clallam County Board of Health for a recoamendatton on further action.) (2) In addition to the benefits that a general dental screening would have for the children involved, we hope to gain some comparative information for Forks and Port Angeles. Has having fluoride in the Forks water system for ZO years made a significant difference in the dental health of children raised there when compared with children of the same age .raised in Port Angeles? It is possible that-we will find the difference that fluoridated and non-fluoridated water makes on dental health has been lessened by other fluoride options (fluoride toothpaste, mouth rinse, and vitamin supple- mentation). This information will help us determine what position the county health department should take promoting dental health in Clallam County. HOW SURVEY WOULO BE CONOUCTEO A. Number to be Surveyed We would like to survey approximately 600 children (1200 total) each in Forks and Port Angeles. B. Information to Parents The county health department routinely conducts scoltosts, vision and hearing screenings for school children in C1allam County. We would like to use the same process for informing parents about the dental survey which we now use for these screenings. To do this, we would send an information sheet explaining the survey and a background information questionnaire to all parents or guardians 13 CLALLAM COUNTY DEPARTMENT OF HEALTH DENTAL HEALTH $CR£ENING Name of Chtld (First) ([nltlal) (LastJ (61rthdateJ ~ (Grade) $chool Homeroom Teacher ! do do not want ~lY child to pattctpate in the dental screenin9. Date (Signature of Parent or Guardlan) Home Phone Nork Phone iF YOU HAVE GIVEN PERM/SS/ON FOR YOUR CHILD TO PART]CIPATE, PLEA~SE PROV]DE AJ~SWERS TO THE QUEST[OHS ON THE ATTACHEO QUESTIONNAIRE, HAiL THE QUEST]ONNA[RE ANO THE CONSENT FORM TO: C1allam County Health Department, in the enclosed envelope. 1. Please list all the places where your child has ltved: Town of ~ of Years Public Water Private Residence Lived There . Suppl~ Well.. Other aD b. C. do ' eD f. g. 2. Has your child been using fluoride toothpaste or any other form of fluoride treatment? Yes No Yes No Fluoride toothpaste I-I I-I Fluoride tablet I-I Rinse Program: ~-I At-schooT I_-I Home Oates: Trom to Fluoride treatemnTby dentist: Dates: from to 3. ~4y child usually brushes/flosses his/her teeth: Brushes Flosses More than once a day Several times a week Once a day Once a week 4. When did your child last see a dentist? Within last six months Within last 1-2 years ' Within one year More than 2 years ago 5. Where do you receive your information about dental health practices? 15 17 Cia[lam County Health & Human Services Cyndi S. Newman, RDH Oral Health Program 223 East Fourth Street/Suite 14 Oral Health Coordinator Po.Angeles, WA 98362 360,417.2408 Cnewman@co.clallam.wa.us The Oral Health of Children in C~aJ~am County, Washington Results of Clallam C~unt~s Smile Survey 2000-2001 July 2001 Table of Contents INTRODUCTION ............................................................................................................................................................... 2 HEAD START AND EOF. AP CHILDREN ............................................................................................................................ 2 Sampling ................................................................................................................................................................ 2 Screening Methods ............................................................................................................................................... 2 Results ................................................................................................................................................................... 2 ELEMENTARY SCHOOL CHILDREN .................................................................................................................................. 3 Sampling ................................................................................................................................................................ 3 Screening Methods ............................................................................................................................................... 3 Results ................................................................................................................................................................... 4 TABLES 1.1 AND 1.2 -- HEAD START CHILDREN ............................................................................................................. 6 FIGURES 1.1 THROUGH 1,3 - HEAD START/ECEAP CHILDREN .................................................................................... 7 TABLES 2.1 THROUGH 2.8 - ELEMENTARY SCHOOL CHILDREN ..................................................................................... 9 F~GURES 2. 'J THROUGH 2.4 - ~LEMENTARY SCHOOL CHILDREN ................................................................................. 13 APPENDIX A- RESPONSE PATES FOR CLALLAM COUNTY'S SMILE SURVEY ................................................................ 17 APPENDIX B - ORAL HEALTH INDICATORS BY HEAD START/ECEAP SITE ................................................................... 18 APPENDIX C - ORAL HEALTH INDICATORS BY ELEMENTARy SCHOOL .......................................................................... 19 APPENDIX D - ORAL HEALTH STATUS OF ELEMENTARY SCHOOL CHILDREN SCREENED ............................................. 20 APPENDIX E - ORAL HEALTH SCREENING FORMS ....................................................................................................... 21 APPENDIX F - ACCESS TO CARE QUESTIONS .............................................................................................................. 22 The Oral Health of Children in Clallam Count, Washington Results of Clallam County's Smile Survey 2000-2001 This document presents the results of Clallam County's Smile Sun/ey - an oral health survey of Clallam County's preschool and elementary school children. The data are presented for two general groups - children enrolled in Head Start or ECEAP plus children in second and third grade. In some cases, all of the children in a school were screened and this additional information is included in the Appendix. Sampling The target population for this portion of Clallam County's Smile Survey was Iow-income children enrolled in Head Start and ECEAP. All but one of the Head Start and ECEAP programs in Clallam County took part in the Smile Survey (n=8). In addition, one Head Start and three ECEAPS in Jefferson County took part. Oral health status infon-nation for Jefferson Count,/is located in the Appendix. All children present on the day of the screening were examined. A licensed dental hygienist that participated in a one-day training session completed all of the screenings. The screenings were completed using gloves, a penlight, disposable mirror, and tongue blade. If necessary, a toothbrush or gauze swab was used to remove excess debds. The diagnostic criteda outlined in Basic Screening Surveys: An Approach to Monitoring Community Oral Health were used. Results Oral Health Status Indicators,' A total of 246 children enrolled in Clallam County Head Start or ECEAP programs were screened. Forty-five percent of the children screened were female. Of the 246 preschool children screened, 119 attended a tribal program and 127 attended a non-tribal program. Of the children screened, 58 percent had at least one tooth with a history of dental decay (Table 1.1 ). A history of dental decay means that a child had a cavity, a filling, or a tooth that was missing because of an extraction. Forty-five percent of these young children were in need of restorative dental care including five percent that were in need of urgent care because of pain or infection (abscess). Since radiographs (x-rays) were not taken, this is assumed to be an under estimation of the need for dental care, as small cavities between the teeth may not have been identified. For the purpose of this survey, a child was considered to have eady childhood caries (ECC) if one or more of their six maxillary (upper) front teeth were decayed (cavitated), filled, or missing 2 because of decay. Approximately 44 percent of the children screened had ECC while 85 percent had eady signs of cavities (white spot lesions) on their upper front teeth (Table 1.1). Access to Care Indicatom: Information on access to care was not obtained for this age cohort. Impact of Race and Ethnic Origin (Type of Head Start or ECEAP Program): information on race and/or ethnicity was not available for the majodty of the children screened. For this reason, the data have been stratified by type of Head Start/ECEAP program rather than race. Table 1.2 presents information on oral health status by non-tribal compared to tribal Head Start or ECEAP program. Children enrolled in a non-tribal programs were significantly less likely to have a history of dental cades, rampant decay, or early childhood cades. There was no difference in the proportion with untreated decay or the proportion needing restorative dental care. Healthy People 2010 Objectives: The National Oral Health Objectives for the Year 2000 did not specify goals for oral disease indicators in preschool children. There are, however, two objectives for children 2-4 years of age in Healthy People 2010. The first is to reduce the propeCdon of young children with dental caries experience in their primary teeth to 11 percent, The second is to reduce the proportion of children with untreated dental decay in their pdmary teeth to 9 percent. In order to meat these objectives, considerable progress must be made in the oral health of Clallam County's Iow-income preschool children (Figure 1.1). Comparison to Statewlde Or'al Health Data: Figure 1.2 presents information on the oral health status of Head Start/ECEAP children in Clallam County compared to Head Start children screened dudng the Washington State Smile Survey 2000. While the Clallam County survey included tribal programs, the Washington survey did not include tribal programs. For this reason, a direct comparison between Clallam County and Washington should be viewed with caution. The Head Stad/ECEAP children screened in Clallam County are more likely to have a history of cades, untreated decay, and eady childhood cades. To control for potential racial differences between the two surveys, Figure 1.3 presents a compadsen between Clallam County and Washington for non-tribal programs only. Even when only non-tribal programs are considered, children in Clallam County are more likely to have a history of cedes, untreated cades, and eady childhood caries. All elementary schools in Clallam County took part in the Smile Survey (n=13). Each of the schools decided whether consent was active or passive. Three of the schools used passive consent while 10 required active consent The overall response rate for the screening was 35% with a range of 23-92% (Appendix). Screening Methods A licensed dental hygienist that participated in a one-day training session completed all of the screenings. The screenings were completed using gloves, a penlight, disposable mirror, and tongue blade. If necessary, a toothbrush or gauze swab was used to remove excess debris. Disposable explorers were used only to check for the presence of dental sealants. The diagnostic cdtefia outlined in Basic Screening Surveys: An Approach to Monitoring Community Oral Health were used. 3 Results A total of 761 children in kindergarten through 12t~ grade were screened. Of these, 465 were in the target grades for the Smile Survey (second or third grade). The following information is restricted to those children in either second or third grade. Information on children in other grades is presented in the Appendix. The children ranged in age from 7-10 years with a mean of 8.2 years. Slightly more than half of the children were female (53%), 71 percent were white non-Hispanic, and English was the pdmary language for 96 percent of the children. Three percent of the children were foreign bom while 77 percent were bom in Washington (Tab~ 2.1) Oral Health Status Indicators: Sixty-six percent of these young students had currant or pest history of dental disease in their primary and permanent teeth (Table 2.2). A history of rampant caries (cades on seven or more teeth) was observed in 33 percent of the children. Slightly more than 40 percent were in need of restorative dental care, including almost four percent who required urgent care because of pein or infection (abscess). Of those children with untreated decay (n=194), each child averaged 2.5 teeth with a cavity (range=l-8 teeth). The percent of children in need of dental care is assumed to be an under estimation because radiographs (x-rays) ware not taken. Thirty-four percent of the students had a dental sealant on at least one permanent tooth (first molars), VVhen stratified by grade, 26 percent of the second graders had sealants compared fo 44 percent of the third grade students (Table 2.3). Dental sealants provide an effective way to prevent decay on the chewing surfaces of molars (back teeth), which are most vulnerable to cades. A clear resin is used to cover the "pits and fissures" on the top of the teeth so that cavity-causing bacteda cannot reach areas that are difficult to dean and for tluodde to penetrate. Access to Care Indicators: The access to care questionnaire was returned by the parents of 455 second and third grade students (Table 2.4). Most of the parents (79%) reported having dental insurance for their child. Almost 69 percent of the children had been to the dentist within the last year while 4.2 percent reported that their child had never been to the dentist. For those who had not been to the dentist in the last year (n=133) the pdmary reasons were "cost~' (n=38), "no reason to go" (n=30), "difficulty in getting appointment" (n=19), and "do not have or know a dentist" (n=18). Refer to Table 2.5 for further information. Children who reported going to the dentist within the last year were significantly more likely to have dental sealants (43% vs. 19%), were significantly less likely to have untreated decay (32% vs. 56%), and were significantly less likely to need restorative dental care (30% vs. 56%). There was no statistical difference; however, in the proportion that had a history of dental cades (61% vs. 71%). Refer to Table 2.6 for further information. Twenty-four percent of the parents reported that there was a time dudng the past two years when they wanted dental care for their child but could not get it. The pdmary reasons for being unable to obtain care were "could not afford it" (n=34), "difficulty in getting appointment" (n=29), "dentist did not accept Medicaid" (n=26), and "no insurance" (n=23). Refer to Table 2.7 for further information. Impact of Race and Ethnic Origin: When stratified by race and/or ethnic origin, significant differences in oral health status appeared (Table 2.8). Children who were non-white and/or Hispanic were more likely to have a history of caries and untreated decay; in addition, they were more likely to need restorative dental treatment. There was no difference between white non-Hispanic children and non-white and/or Hispanic children in terms of sealant prevalence or the proportion who had not been to the dentist in the last year. Healthy People 2000 Objectives: The National Oral Health Objective for the Year 2000 (Healthy People 2000) outline several oral health status objectives for young children. For six- to eight-year-old children there are three pdmary oral heatlh status objectives: · To decrease tha proportion of children who have experienced dental cadee in permanent or pdmary teeth to 35 percent (45 percent for iow SES and Native American, and 40 percent for African-American and Hispanic children). · To decrease the proportion of children with untreated dental carles in permanent or pdmary teeth to 20 percent (30 percent for Iow SES, 35 percent for Native American, and 25 percent for African-American and Hispanic children). · To increase the proportion of eight-yeer-olds receiving protective sealing of the occlusal surfaces of permanent molar teeth to 50 percent Almost 66 percent of the six- to eight-year-old children screened in Clallam County had experienced dental caries- substantially higher than the Year 2000 objective of 35 percent FoAy- four percent of Clallam County six- to eight-year olds had untreated caries compared to the Year 2000 Objective of 20 percent Thirty-four percent of eight-year-old children surveyed in Clallam County hied dental sealants compared to a Year 2000 objective of 50 percent. Clallam County did not meet any of the Health People 2000 oral health objectives (Figure 2.1). Healthy People 20'10 Objectives: The National Oral Health Objectives for the Year 2010 (Healthy People 2010) outline several oral health status objectives for young children. For six- to eight-year-old children there are three pdmary oral health status objectives: · To decrease the proportion of children who have experienced dental caries in permanent or pdmary teeth to 42 percent. · To decrease the proportion of children with untreated dental cades in permanent or primary teeth to 21percent. · To increase the proportion of eight-year-olds receiving protective sealing of the occlusal surfaces of permanent molar teeth to 50 percent. In order to meet the Year 2010 Oral Health Objectives, significant improvements must be made in the oral health of children in Clallam County (Figure 2.2). Comparison to Statewide Oral Health Data: The Washington State Department of Health recently completed a statewide oral health survey of second and third grade students (Smile Survey 2000). The statewide Smile Survey was based on a random sample of elementary schools throughout the entire state. The prevalence of both cades history and untreated decay was higher in Clallam County children while the prevalence of sealants was lower in Clallam County (Figure 2.3). To help control for the ethnic differences in the two samples, the data were stratified by race (Figure 2.4). A higher propertion of the white non-Hispanic children in Clallam County, compared to white non-Hispanic children in the rest of the state, had a history of cades and untreated decay while a lower proportion had sealants. 5 Table t.1 Oral Health Status of Clallam County's Low-Income Head StartJECEAP Children ProDortion/95% Confidence Interval/ 58.1 Percent with cades experience (51.9-64.3) 39.2 Percent with rampant caries (or a history ot~ (33,1-45.3) 43.9 Percent with Early Childhood Caries (37.7-50.1) 85.4 Percent with precavitated caries (80.9-89.8) 43.5 Percent with untreated decay (37.3-49.7) 44.5 Percent needing treatment (38.3-50,7) 5.3 Percent needing urgent treatment (2.5-8,1) Table 1.2 Oral Health Status for Clallam County's Head StartJECEAP Children Stratified by Type of Program (non-tribal vs. tdbal) Type of Program Oral Health Status Vadable Non-Tribal Tdbal N=127 N=119 Percent with caries experience 45.7 71.4 (37.0-54.4) (63.3-79.6) Percent with rampant cades 22.2 57.1 (or a history of) (14.9-29.5) (48.2-66.1) Percent with untreated decay 43.3 43.7 (34.7-51,9) (34.8-52.6) Percent with ECC 33.1 55.5 (24.9-41.3) (46,5-64.4) Percent with precavitated lesions 86.6 84.0 (80.7-92.5) (77,4-90.6) Percent needing treatment 42.9 46.2 (34.2-51.5) (37.2~55.2) 6 Figure 1.1 Oral Health of Clallam County Head Start Children Compared to HP 2010 Objectives (2-4 Year Olds) Untreated Decay Caries Experience 0 10 20 30 40 50 60 70 Percent of Children I1~ Clallam County ,HP 2010 [ 7 Figure 1.2 Oral Health of Head Start Children in Clallam County Compared to Washington = 70 55.1 E 60 '~ 50 4t.5 43.5 43.9 (J 40 ~' 26.7 o 30 21.$ = 20 E 10 n 0 Caries History Untreated Decay ECC J~ Clallam County lWashington J Figure 1.3 Oral Health of Head Start Children in Clallam County and Washington Non-Tribal Head Start Programs Only .e 50 45.7 41.5 43.3 · '= 40 33.1 " 26.7 O 30 21.5 0 20 = 10 m 0 T Caries History Untreated Decay ECC [iii Clallam County IWashington I Table 2. t Information on Second and Third Grade Children Screened by Clallam County Students Participated in Smile Survey Number in 2~ & 3~ Grade 465 Mean age in years 8.2 Percent female 52.8 Percent white non-Hispanic (n-~.4-!.)* 71.4 Percent that do not speak English at home (n=452)* 4.4 Percent bom in Washington (n=455)* 76.7 Percent bom outside of the United States (n=455)* 2.6 · Number of second and third grade children that provided information for each question Table 2.2 Oral Health Status of Clallam County's Second and Third Grade Children Proportion/95% Confidence Interval/ 2n~ & 3ru Grade Children N=465 Percent with cades experience 66.0 - primary and/or permanent teeth (61.7-70.3) Percent with cades experience 32.5 - permanent teeth only (28.2-36.7) Percent with rampant carles (or a history of) 32.5 (28.2-36.7) Percent with untreated decay 41.7 (37.2-46.2) Percent needing treatment 40.4 (35.9-44.9) Percent needing urgent treatment 3.5 (1.8-5.1) Percent with sealants 34.4 (30.1-38.7) Mean number of teeth with cavities in those children with decay 2.5 (n=194) (range=l-8 teeth) 9 Table 2.3 Proportion of Clallam County Students with Sealants by Grade Proportion (95% Confidence Interval/ 2"d Grade 26,0 (20.5-31.5) 34 Grade 43.8 (37.3-50.4) Both Grades 34.4 (30.1-38.7) Table 2.4 Access to Dental Care for Clallam County's Second and Third Grade Children Proportion (95% Confidence IntervalI Percent with dental insurance (n=365)* 79.2 (75.0-83.3) Percent that visited dentist in last year (n=428)* 68.9 (64.5-73.3) Percent that have NEVER been to a dentist (n=428)* 4.2 (2.3-6.1) Percent that wanted dental care in last 2 years but were unable to get it (n=336)* 24.4 (19.8-29.0) · Number of children that provided useable information for each question Table 2.5 Primary Reasons why Child had NOT Been to Dentist in Last 12 Months Number of Responses Reason Number of Responses Cost 38 No reason to go 30 My child is too young to see a dentist 2 Do not have or know a dentist 18 Difficulty in getting appointment 19 Fear, apprehension, pain, or dislike going 14 Cannot get to the dental office/clinic 3 Other reason 17 to Table 2.6 Oral Health Status of Clallam County Students by Dental Visit in Last Year Proportion/95% Confidence Interval/ Been to Dentist in Last Year Not Been to Dentist in Last Omi Health Vadable (n=295) Year (n= 133) Percent with caries experience 61.4 70.7 (55.8-66.9) (62.9-78.4) Percent with untreated decay 32.2 56.4 (26.9-37.5) (48,0-64,8) Percent needing treatment 30.4 55.6 (25.1-35.6) (47.2-64.1) Percent with sealants 42.7 18.8 (37.1-48.4) (12.2-25.4) Table 2.7 Pdmary Reasons why Child Could Not Get Care When Wanted in Last 2 Years Number of Responses Reason Number of Responses Could not afford it 34 No insurance 23 Dentist did not accept Medicaid/insurance 26 Dental problems no serious enough 7 Wait too long in clinic/office 2 Difficuity in getting appointment 29 Don't like/trustJbelieve in dentists 2 No dentist available 8 Didn't know where to go 8 No way to get there 4 Hours not convenient 2 Speak a different language 0 Health of another family member 0 Other reason 7 Table 2.8 Oral Health Status and Access to Dental Cam for Clallam County's 2"d and 3~ Grade Children Stratified by Race and Ethnic OdgJn Proportion (95% Confidence Interval/ Race and Ethnic Odgin Oral Health Status Variable White All Non-White AllAN Only Non-Hispanic and/or Hispanic* n=72 n=317 n=127 Percent with cades experience 60.3 80.3 84.7 - primary and/or permanent teeth (54.9-65.6) (73.4-87.2) (76.4-93,1) Percent with cades experience 24.6 48.0 58.3 - permanent teeth only (19.929.4) (39.3-56.7) (46.9-69.8) Percent with rampant cades 25.2 47.2 48.6 (or a history of) (20.5-30.0) (38.6-55.9) (37.0-60.2) Percent with untreated decay 36.0 55.1 68.1 (30.741.3) (46.5-63.8) (57.2-78.9) Percent needing treatment 34.9 52.8 66.7 (29.7-40.2) (44.1-61.4) (55.7-77.6) Percent with sealants 37.5 29.1 27.8 (32.2-42.9) (21.2-37.0) (17.4-38.2) Mean number of teeth with cavities 2.4 2.5 2.3 in those children with decay (n=184) range=l-6 teeth range=l-7 teeth range=l-6 teeth Percent with dental insurance 78.4 83.1 (73.6-83.2) (74.7-91.5) Percent that have NOT been to 29.6 34.9 dentist in last year (24.5-34.8) (25.9-43.8) Percent that had trouble accessing 24.7 21.7 dental care in last 2 years (19.6-29.9) (11.2-32.1) * Includes all children who are non-white and/or Hispanic including the 71 AllAN children. NOTE: Questionnaire data was only available for 31 of the Al/AN children. Because of small numbers, a comparison with other racial/ethnic groups is not provided. 12 Figure 2.1 Oral Health of Clallam County's 6-8 Year Olds Compared to Healthy People 2000 Objectives Sealants Untreated Decay Caries Experience 0 10 20 30 40 50 60 70 Percent of Children [BI Clallam County · HP 2000 I t3 Figure 2.2 Oral Health of Clallam County's 6-8 Year Olds Compared to Healthy People 2010 Objectives ~ Progres=~ Needed i~~ ~ PI ~gress N,,eded Untreated Decay /I I[] Pm mss Ne~ dad Caries ~ ~ Experience /1111~1 /I 0 10 20 30 40 50 60 70 Percent of Children [lClallam County IHP 2010 I 14 Figure 2.3 Oral Health Status in Clallam County Compared to Washingtor All Second and Third Grade Children ?0 ' 66.0 60 ' 55.6 ~ 50' 47.2 'o 41.7 ~a 40. 34.4 0 ~ 30. · 20,9 .u 20, 10, 0 Carles History Untreated Decay Sealants IlClallam County lWashlngton I 15 Figure 2.4 Oral Health Status in Clallam County Compared to Washington White non. Hispanic Second and Third Grade Children Only 7O 60.3 60 51.6 · ~ 50 49.4 (.} 40 36.0 37.5 0 ~ 30 ~ 20 17.$ t0~ O, Caries Histo~ Untreated Decay Sealant~ [,Clallam County ,Washington ] 16 School Number of 2n" & 3~" Number of 2'= & 3r" Response Rat~ Graders Screened Graders in School Claltam Bay Elementary 17 20 0.85 Crescent Elementary 19 36 0.53 Dry Creek Elementary 34 100 0.34 Fairview Elementary 29 85 0.34 Forks Elementary 46 196 0.23 Franklin Elementary 57 170 0.34 Greywolf Elementary 56 185 0,30 Hamilton Elementary 35 114 0.31 Hailer Elementary 55 188 0.2g Jefferson Elementary 35 93 0,38 Monroe Elementary 26 90 0.29 Neah Bay Elementary 49 53 0.92 Quileute Elementary 7 8 0.88 Total 465 1,338 0.35 t7 Proportion of Children with Caries Experience, Untreated Decay, Rampant Decay, Sealants, Needing Restorative Treatment, and Needing Urgent Treatment by Grade Number Cades Untreated Sealants Needing Needing Urgent Grade Screened Experience Decay Treatment Treatment K 41 75.6 53.7 9.8 53.7 2.4 1 40 80.0 52.5 10.0 55.0 0.0 2 246 62.6 41.5 26.0 39.8 3.7 3 219 69.9 42.0 43.8 41.1 3.2 4 35 82.9 57.1 37.1 60.0 8.6 5 38 65.8 39.5 34.2 42.1 2.6 6 37 75.7 40.5 13.5 40.5 0.0 7 36 80.6 44.4 22.2 41.7 11.1 8 33 63.6 54.5 36.4 57.6 12.1 9 15 53.3 26.7 20.0 26.7 6.7 10 5 60.0 20.0 0.0 0.0 0.0 11 9 55.6 11.1 33.3 11.1 0.0 12 7 71.4 14.3 28.6 0.0 0.0 2O Clallam County Smile Survey Elementary School Children SCREEN DATE: School Code: Screener's Initials: ~] Grade:~ ~ ~ ~e: F--] Gender: 2=-Female 1=Male Untreated Cavities: Enter numar of un~eated Hir~lrY of Cavities: 0=No ca~ expemme ¢avi~es' Range = 0'24'L~ 2=Caries e'~3edence - permanent CmiY i~ry of Rampant Caries: 0=No rampant Sealants on Permanent Molars: O=No sealants present Treatment Urgency: O=No obvious pro,em Clallam County Smile Survey Head Start Children SCREEN DATE: Site Code: Screener's Initials: Gender: Untreated Cavities: 0=No untreated ca~es ~L~ory of Cavities: O=No caries expenence .~ry of Rampant Caries: O=No rampant decay ~.~ Childhood Caries O=No cades histee/on max anteriors I ~e Spot Lesions: 0=No white si)ors on mex ante~o~s Treatment Urgency: 0:No obvious problem 21 Which of the following describes your child (mark one or more): White Black or African American Hispanic or Latino Asian Amer can nd an or Alaska Native Native Hawaiian or Pacific Islander Please answer these questions to help us learn more about access to dental care. Your answers will remain pdvate and will not be shared. If you do not want to answer the questions, you may still give permission for your child to have his or her teeth checked. 1. What language does your family usually speak at home? (Check one) English __ Spanish __ Russian __ Vietnamese Other (please specify) 2. Which of the following best describes your child? (Check one) __Washington bom __ U.S. bom (outside Washington) __ Foreign bom (country) 3. Do you have any kind of insurance that pays for some or all of your child's DENTAL care? Include dental insurance obtained through work, purehased directly, as well as government programs like Medicaid coupons? (Check one) Yes __ No Don't know 4. How long has it been since your child last visited a dentist or a dental clinic for any reason? (Check one) 1 __ W'&hin the past year (go to question 6) 4 __ My child has never been to the dentist (go to question 5) 2 Within the past 2 years (go to question 5) 5 Don't know/Not sure (go to question 5) 3 __ W~hin the pest 5 years (go to question 5) 5. What is the main reason your child has not visited the dentist in the last year? (Check all that apply) 1 Cost 5 Difficulty in getting appointment 2 __ No reason to go (no dental problems) 6 __ Fear, apprehension, pain, or dislike going 3 My child is too young to see a dentist 7 __ Cannot get to the dental office/clinic 4 Do not have or know a dentist 8 __ Other reason 6. During the past two years, was there a time when you wanted dental care for your child but could not get it? Yes (go to question 7) No (You are finished - thank you) Don't know (You are finished - thank you) 7. The last time your child could not get the dental care you wanted for him/her, what was the main reason he/she could not get care? (Check all that apply) I Could not afford it 9 Didn't know where to go 2 No insurance 10 No way to get there 3 Dentist did not accept Medicaid/insurance 11 Hours not convenient 4 Dental problems not sedous enough 12 __ Speak a different language 5 Wait too long in dinic,/offise 13 Hea~ of another family member 6 Difficulty in getting appointment 77 Other reason 7 Don't like/trust/believe in dentists 88 Don't know/don't remember 8 No dentist available 505E~slSit PorIAng(l(s WA 98362 January 14, 2003 Greetings: My name is Tim Hockett and I am the Deputy Director of Olympic Community Action Programs. Our mission as an agency is to address both the causes and effects of poverty and to try to provide, where we can, some quality of life for very vulnerable populations. Our Oral Health Care Access Program serves approximately 1,000 persons each year. We provide hygiene and dentistry service to low-income, uninsured people or to people who have Medicaid coverage but who cannot find a provider who will see them. In behalf of these people I would like to appeal to you for a favorable recommendation regarding the fluoridation of the water supply ofthe City of Port Angeles. Consider two things. First, it is those who are poor that feel the heaviest negative impacts of the dental care status quo. Low-income people simply cannot afford access to good, regular dental and hygiene care. They therefore miss both dental care and hygiene education. As a result of this lack of access, the incidence of dental emergencies among the poor is alarming. This population tends to put off dental problems until they reach crisis proportions. The crisis usually eventuates in ill-afforded lost days of work, a trip to the emergency room (a very expensive alternative) and too ot~en an inappropriate "solution" to the problem. [By this I mean that many will receive an antibiotic to address the immediate infection only to continue to neglect the issue until it erupts again.] Sadly, the cheapest solution to many of these crises is an extraction, since poor people cannot afford root canals, crowns, implants, and other expensive solutions. Conversely, fluoridation positively impacts this same population more than any other group. Since fluoridation is a Cguificant preventative measure, supplied to all who drink our water, both those who are financially stable and those who are poor, those who can afford care and those who cannot - the poor at least have a significant preventive intervention provided to them. Thus, with the enhancement of local water fluoridation, we would expect a considerable drop in dental emergencies among the poor over the long term. It is the right thing to do. Thank you for your serious consideration of these thoughts. Sincerely, Timothy L. HockeR, Deputy Director 3604524726 He~pit,c~ people ~o help them,selves WASHINGTON, U.S.A. UTILITY ADVISORY COMMITTEE MEMO DATE: January 14, 2003 TO: UTILITY ADVISORY COMMITTEE FROM: James L. Harper, Electrical Engineering Manager SUBJECT: Design Agreement Amendment - Substation Circuit Switcher Project 21-27, 21-28 & 21-29 Summary: Design is required for installation of new distribution relays(CFP 01-02) for the Laurel Street(Project 21-27), "F" Street(Project 21-28) and Washington Street(Project 21-29) substations. The new electronic relays will improve data acquisition and system reliability. Recommendation: Forward a favorable recommendation to authorize the Mayor to sign an agreement amendment with TriAxis Engineering of Corvallis, Oregon to add the design of new feeder relays to Projects 21-27, 21-28 and 21-29 for $45,000, for a revised total for the agreement not to exceed $103,600.00. Background / Analysis: The current relays in Laurel, Washington and "F" Street Substations are mechanical type which have been in service for over 25 years. They require frequent maintenance, testing and resetting the trip values. They provide for no gathering of diagnostic and analysis data. Frequently when feeders trip there is no way to tell what caused the trip or where it occurred. The replacement of the existing relays with digital units will provide more reliable operation of the feeders. When mysterious trips do occur, event recorders built into the units will provide data to help determine what may have happened and at approximately what point on the feeder. The new relays connected to the fiber optic cables already installed in th substations will allow interrogation of the relays for event and load information from the office in a much more timely manner, eliminating the need for a much more costly SCADA system. TriAxis Engineering of Corvallis, Oregon is currently under agreement to design cimuit switcher installations in each of these substations and completed a similar design at 'T' Street Substation satisfactorily for us in the past. Therefore, staff is proposing Projects 21-27, 21-28 and 21-29 and the current agreement with TriAxis Engineering be amended to include the feeder relay design work. Staff recommends TriAxis Engineering agreement be amended to include the design of the relay replacement Projects 21-27, 21-28 and 21-29 and the Mayor be authorized to sign the Amendment increasing the current $58,600.00 agreement not to exceed amount by $45,000.00 to a new total agreement not to exceed amount of $103,600.00. This amount is included in the 2003 Budget for these projects. WASHINGTON, U.S.A. UTILITY ADVISORY COMMITTEE MEMO DATE: January 14, 2003 TO: UTILITY ADVISORY COMMITTEE FROM: Stephen Sperr, Utility Engineer RE: Analysis of Need for Morse Ct. Water Line as Domestic Emergency Water Supply Summary: There are sections of the Morse Creek water line, as described below, that are not an integral part of the City's Water System. The water line is no longer needed as an emergency back-up water supply conveyance. This determination is based on the following analysis of issues related to this water line. Recommendation: Direct staffto develop options and costs for selling and/or abandoning all or sections of the Morse Creek water line outside of the UGA, for presentation to the Committee at a later date. Background/Analysis: The Morse Creek water line, or pipeline, was originally constructed in 1924 and included a dam/intake structure on Morse Creek, a pipeline from the intake to what is now known as Peabody Heights Reservoir, and related appurtenances. The current pipeline was built in 1961, replacing the earlier wood stave pipeline. A hydroelectric power generation station was built in 1987 and generated power until 1997, when it was shut down due to low energy prices. Clallam County PUD No.1 started using water from the pipeline in 1988. Currently, the status of the pipeline is as follows: (Note that the stationing starts at the dam intake and marks one hundred foot intervals along the water line to Peabody Heights Reservoir. For example, sta 30+78 is 3,078 feet from the intake.) a. The section from the intake to station (sta) 30+00 is being used by the Clallam County PUD #1 as a water supply that is treated at their Morse Ct. treatment facility. b. The section from sta 30+00 to sta 129+00 has recently been tested and leaks repaired, and provides service to the Morse Creek Hydroelectric Facility. c. The section from sta 129+00 (the inlet of the penstocks for hydroelectric plant) to sta 166+50 (at the old chlorination building east of Mt. Pleasant Road) is physically disconnected from the pipeline on the east end and valved offat the west end, and has been de-watered and inactive since 1978. d. The section from sta 166+50 west to Peabody Heights Reservoir (sta 357+70) is in use, supplying water to customers both inside and outside the City. Most customers outside the City that are adjacent to the pipeline have agreements with the City (as part of easements negotiated when the pipeline route was originally established) that allow for metered or a low flat rate monthly billing that varies among the connections. Some of these customers have a limit on the number of homes per connection, but ignored this restriction. City staff are currently conducting a comprehensive investigation of this issue and plan to 'address this separately from what is discussed in this memo. e. Water pressure for customers on the water line within the City and Urban Growth Area (UGA) boundary is above the minimum pressure of 20 psi at peak demand mandated by the Washington State Department of Health (DOH). Water pressure for customers outside the UGA, east of the PUD's Roundtree Reservoir intertie (just east of Monroe Road), experience occasional drops in pressure below 20 psi. To meet DOH requirements, a booster station would have to be constructed east of the Roundtree Reservoir if the City was to continue to serve those customers from the Reservoir to Mt. Pleasant Road. The City's 2002 Water System Plan (WSP), approved by the Washington State Department of Health (DOH), considers the Morse Creek water source an emergency supply for municipal use. This source of water would not be potable, so a boil water notice would have to be issued to every customer. All of the City's water system would require flushing once the Rarmey Collector (Elwha) or other potable water supply is re-established. In order to use the Morse Creek supply in an emergency, the pipeline would have to be repaired and tested first as follows: a. Disconnect the hydroelectric plant's penstocks from the pipeline and reconnect to the inactive portion of the pipeline north and west of the penstocks. The abandoned section is between the inlet of the penstocks and just east of the old chlorination building where the pipeline crosses Mt. Pleasant Road. This section has not been in use since 1978. b. Pressure test and repair any leaks or replace any bad sections of the inactive section of the pipeline, including appurtenances. This section may need major and costly repairs to get it in usable shape. The City's water system consultant, CH2M Hill, concurs with City staff that any expenditures made by the City during a major disruption in supply of water from the Elwha should be focused on restoring that supply, not repairing an old pipeline that will only be able to provide non- potable water. It is recommended that City staff investigate options for selling, abandoning, and/or upgrading parts of the Morse Creek water line outside the City and UGA. A discussion of the various options, with associated costs, will be brought to the Committee at a future meeting. N:\UACXOriginalXMorseCrWaterLine.wpd /'7 Reservoir Reservoi?lllllllllll ~ Chlorinator ~'-.~. Miles Map legend - Morse creek water line · Divemion structure Po~rhou~ Tmatmen C~ bounda~ ~ UGA bounda~ WASHINGTON, U.S.A. UTILITY ADVISORY COMMITTEE MEMO DATE: January 14, 2003 TO: UTILITY ADVISORY COMMITTEE FROM: Larry Dunbar, Power Resources Manager RI~: Fiber Optic Wide Area Network Use Agreement Amendments Summary: Northland Cable Television, Inc. (Northland) has constructed the dark fiber link and nodes, excluding the network interconnection, comprising the fast-track backbone of the Institutional Network (I-Net). There are three categories of proposed amendments including: dark fiber policy related changes, network intercounection revisions, and new provisions related to access to node enclosures. Recommendation: Subject to a favorable recommendation to formally accept the fiber link and nodes, forward a favorable recommendation to the City Council to approve the proposed amendments to the Fiber Optic Wide Area Network Use Agreement. Background/Analysis: On August 20, 2002, the City Council approved the I-Net fast track including the Fiber Optic Wide Area Network Use Agreement (WAN Use Agreement) with Northland and the I-Net Services Agreement with Capacity Provisioning, Inc. (C.P.I.). On October 15, 2002, the City Council approved an I-Net dark fiber policy and instructed staff to negotiate a mutually acceptable amendment to the Cable Television Franchise Ordinance No. 3116 (Franchise) and/or WAN Use Agreement to allow Northland to use reserve fibers for private wide area networks without restrictions related to bandwidth being available by a commercial service provider that uses the reserve fibers. Staff and Northland have negotiated amendments to the WAN Use Agreement including provisions for use of dark fiber, a delay to the network interconnection, and inclusion of policies relating to access to node enclosures. Amendments conforming the Franchise to the WAN Use Agreement are under discussion with Northland and WaveDivision as part of the franchise transfer request. A summary of the proposed amendments to the WAN Use Agreement is provided below. Approval of the proposed amendment to the Fiber Optic Wide Area Network Use Agreement is subject to the formal acceptance of the project and payment of the project management fee (refer to the staff report titled Fiber Optic Wide Area Network Use Agreement Final Acceptance for details). The Fiber Optic Wide Area Network Use Agreement was assigned by the City to Capacity Provisioning, Inc. who has also indicated that the proposed amendments are acceptable. Complete text of the proposed amendments is available upon request. January 14, 2003 Utility Advisory Committee RE: Fiber Optic Wide Area Network Use Agreement Amendments Page 2 Dark Fiber Policy Proposed Amendment A new subsection (1.13) has been negotiated that will allow Northland to use dark fibers for private wide area networks either before or after bandwidth is available from a commercial service provider. Approval of the proposed dark fiber amendment would satisfy the City's I-Net dark fiber use policy No. 4. Network Interconnection Proposed Amendment As part of the inspection of the fiber link and nodes, it was evident that a portion of the fiber link was not completed by Northland. The incomplete section (from the Washington Substation Node to the Clallam County Public Utility District intercormection) represents 29% of the fiber link length and should be delayed for several reasons. To complete the fiber link a patch panel would need to be installed at the PUD telecommunications hut and a network splice point would need to be near Northland's Washington Substation Node. The remaining construction cost due Northland under the Fiber Optic Wide Area Network Use Agreement for completing the network interconnection is estimated not to exceed $5,000. The delay is recommended until mutually acceptable terms and conditions are negotiated to interconnect the I-Net to the Clallam County Public Utility District (P.U.D.) network. Northland has expressed a willingness to complete the interconnection within sixty days of the City's future request. Postponing the interconnection will postpone City payment of the construction cost due Northland. Postponing the interconnection will also postpone an increase to the City's recurring costs under the WAN Use Agreement as well as possible PUD co-location charges for use of rack space within their telecommunications hut. As part of the network intercounection amendment subsections 1.5, 1.6, 3.2 and Exhibit A need to be revised. The revisions to subsections 1.5 and 1.6 allow the interconnection to be completed within sixty days of the City's request. The revision to subsection 3.2 revises the monthly recurring costs the City must pay for the fiber link and nodes, and establishes an additional monthly recurring cost for the intercounection. The revision to Exhibit A is limited to replacing eight bullets with headings A-G. Node Access Proposed Amendment Section 7.1 of the current WAN Use Agreement specifies that the City or its assigned entity shall comply with Northland's node access policies and procedures. Northland is concerned about their risk and liability inherent in granting the City or its assigned entity physical access to the node enclosures. The node enclosures contain an electrical service and house an environmental control system and electronic equipment representing a sizeable investment. The hazardous condition and potential to disrupt or damage electronic equipment represent both risk, liability and quality of service concerns for Northland, the City and its assignees. Northland has defined its policies and procedures which have been negotiated in subsections 7.1-7.6 and 10.2.6. The proposed amendment will mitigate risk and liability in a manner that is acceptable to the City. WASHINGTON, U.S.A. UTILITY ADVISORY (~OMMITTEE MEMO DATE: January 14, 2003 TO: UTILITY ADVISORY COMMITTEE FROM: Larry Dunbar, Power Resources Manager RE: Fiber Optic Wide Area Network Use Agreement Final Acceptance Summary: Northland Cable Television, Inc. (Northland) has constructed the dark fiber link and nodes, excluding the network interconnection, comprising the backbone of the Institutional Network (I-Net) fast-track project. The fast-track dark fiber link and nodes have been inspected, tested and accepted by staff and Metropolitan Communications Consultants (M.C.C.) as being complete. All City payments for Northland's costs have been made except the final payment representing the project management fee. Recommendation: Subject to a favorable recommendation to approve the amendments to the Fiber Optic Wide Area Network Use Agreement, forward a favorable recommendation to the City Council to formally accept the dark fiber link and nodes, initial proof of performance, and authorize the release of the project management fee to Northland in the amount of $55,000. Background/Analysis: On August 20, 2002, the City Council approved the Institutional Network fast track including the Fiber Optic Wide Area Network Use Agreement with Northland and the I-Net Services Agreement with Capacity Provisioning, Inc. Northland's dark fiber link and nodes, which form the fast-track backbone of the network, are complete and were tested on November 27, 2002. On November 27, 2003, staff and Metropolitan Communications Consultants inspected the dark fiber link and nodes and observed network testing. On December 16, 2002, Northland provided the test results and on December 20, 2002 provided required as- built documentation to the City. Staff is pleased to report that although there was a 6-week delay in completing the dark fiber link and nodes (due to the node enclosure vendor late shipment beyond Northland's control) that Northland has successfully completed the fast-track project in a prompt fashion and significantly below budget. Excluding the network interconnecfion to the Clallam County Public Utility District (P.U.D.), there were no contract changes or unit quantity variations on the project. Now that Northland has fully satisfied the requirements of the Agreement to construct the dark fiber link and nodes (except for the interconnection), formal acceptance of the dark fiber link and nodes, initial proof of performance, and final payment of the project management fee is recommended. Construction and testing has been verified, the initial proof of performance demonstrated that the dark fiber link and nodes are within design losses, and as-built documents have been received (route map, cable storage locations, splice point locations, and fiber splice matrix). N:\UACWinal\backboneacceptance.wpd January 14, 2003 Utility Advisory Committee RE: Fiber Optic Wide Area Network Use Agreement Final Acceptance Page 2 Formal acceptance of the project and payment of the project management fee is subject to approval of the amendment to the Fiber Optic Wide Area Network Use Agreement (refer to the staff report titled Fiber Optic Wide Area Network Use Agreement Amendments for details). A copy of M.C.C.'s recommendation to accept the dark fiber link and nodes is attached. A summary of the City's cost for the dark fiber link and nodes under the WAN Use Agreement is presented below. We are very pleased to report that the dark fiber link and nodes were completed $66,592.08 or 20.2% below budget. This project was included in the 2002 Light fund budget for the I-Net. Original Agreement Final Cost Project Cost Variance $330,000.00 $263,407.92 -20.2% The remaining amount due Northland under the Fiber Optic Wide Area Network Use Agreement for completing the network interconnection is estimated not to exceed $5,000. The remaining amount due Northland under the Cable Television Franchise Ordinance No. 3116 for construction of the full I-Net is a maximum of $141,592.08 (less the cost of the network interconnection) which includes a contingency of $40,265.48 for unanticipated expenses, if any, that are approved by the City. Completion of the fiber link and nodes is part of the fast-track backbone which does not satisfy the I-Net requirements of the Cable Television Franchise Ordinance No. 3116 (Franchise). The Franchise required I-Net, upgrading the fast-track fiber link and nodes to include twenty-four fiber optic strands in accordance with the Franchise, is not anticipated to be constructed and available until April 27, 2004. Satisfaction of the I-Net and other Franchise requirements will provide Northland the opportunity to extend their five-year Franchise to a fifteen-year term. CMETROPOUTAN COMMUNICATIONS CONSULTANTS S~ttle: 5847 McKinley FL N., ,~ttle, Washington 98103-5710 Tel: 209.522.6778 Fax: 206.522.9777 Tacoma: PO. Box 88907, ~eilacoom, Washington 98388-0907 Tel: 253.589.1770 F~(: 253.589.9254 www mcco.com January 4, 2003 [dr. Larry Dunbar Power Resources [danager The City of Port Angeles 321 East Fifth Street Port Angeles, WA 98362-0217 Re: Northland Backbone (WAN Use Agreement) -MCC Recommendation for Acceptance Dear Larry: The Fiber Link Backbone, in accordance with Exhibit A of the WAN Use Agreement between Northland Cable Television and the City, has been completed by Northland. Steven Beckett of MCC has inspected the work and observed the OTDR testing by Northland on November 27 and corifirms that the provisions of the WAN Use Agreement have been met, excluding the amendment under consideration for the network interconnection as noted in Attachment 1 hereto. As built documentation provided to the City in hard copy and electronic format and OTDR tesffng summaries are shown in Attachment 2. We recommend acceptance of the completed work by the City Council. Very truly yours, METROPOLITAN COMMUNICATIONS CONSULTANTS, LLC Richard C. T. Li, P.E. President WASHINGTON, U.S.A. UTILITY ADVISORY COMMITTEE MEMO DATE: January 14, 2003 TO: UTILITY ADVISORY COMMITTEE FROM: Larry Dunbar, Power Resources Manager RE: Institutional Network Services Agreement Completion Summary: Capacity Provisioning, Inc. (CPI) has constructed the fiber optic site drops to reach City facilities, installed equipment in node enclosures and customer premises equipment at City facilities which are now fully functional, all of which represents the last mile fast-track components of the Institutional Network (I-Net). The project has been inspected, tested and accepted by staff and Metropolitan Communications Consultants (M.C.C.) as being complete. City payment of the non-recurring base service charge was promptly made upon the availability of services in accordance with the I-Net Services Agreement. Recommendation: No formal action required, for information only. Background/Analysis: On August 20, 2002, the City Council approved the Institutional Network fast track including the I-Net Services Agreement with Capacity Provisioning, Inc. (C.P.I.) and the Fiber Optic Wide Area Network Use Agreement with Northland Cable Television, Inc. On October 15, 2002, the City Council authorized the City Manager to execute contract changes under the I-Net Services Agreement related to contingencies and associated completion schedules. On December 17, 2002, the City Council approved amendments to the I- Net Services Agreement to include Washington State sales tax and authorized the use of the overall I-Net project contingency funding for local area networks as necessary. C.P.I.'s construction of fiber optic site drops, including installation of node equipment and customer premises equipment, is complete. On December 30, 2002, C.P.I. certified to the City that their work was complete and provided test results and as-bnilt documentation. On January 2 & 3, 2003, staff and Metropolitan Communications Consultants inspected the site drops, node equipment and customer premises equipment and spot checked network testing. Staff is pleased to report that although there was a 6-week delay in completing the fiber link and nodes (due to the node enclosure vendor late shipment beyond Northland's control) that C.P.I. has successfully constructed the fiber link and nodes only 1 week behind the original date services were scheduled to be available (December 23, 2002). N:\UAC\Ofiginal\CPlcomplefion.wpd January 14, 2003 Utility Advisory Committee RE: Institutional Network Services Agreement Completion Page 2 C.P.I. has fully satisfied the base services of the Agreement, excluding local area network services that are underway as scheduled. Construction and testing was verified and as-built documents were received (route map, schematics, site plans, etc.). A copy o£MCC's recommendation to accept the I-Net services is attached. The minor corrections cited in MCC's recommendations have been made and $4,788.18 has been withheld until associated work is completed. The withheld payment will be made as part of the local area network services once all work has been completed. Below is a summary of the City non-recurring cost of the services received, including contract changes and unit quantity variations, under the I-Net Services Agreement. The remaining non- recurring amount due C.P.I. under the I-Net Services Agreement for completing the local area network services is not included. Recurring monthly costs will begin to be incurred by the City in accordance with the I-Net Services Agreement. It is anticipated that the complete I-Net project, including the fast-track and full I-Net will be completed within the $893,768 capital expense budget. The I-Net project was included in the 2002 Light budget. The original Agreement amount was $328,600.00 and the final cost, including contract changes in the amount of $66,034.43, was $394,634.42. Contract changes totalled $29,907.60 and increased unit quantities totalled $36,126.83. Since the I-Net Services Agreement is a service contract, there was no retainage withheld from final payment to C.P.I. Contract changes included the addition of sales tax to the Agreement ($29,907.60). The unit quantity variations consisted primarily of increases to site drops ($25,535.13) and node enclosure uninterruptible power supplies ($10,591.70). An additional $4,788.18 amount is being withheld until associated work is completed. Original Contract Unit Quantity Final Cost Project Cost Agreement Changes (6) Variations Variance $328,600.00 $29,907.60 $36,126.83 $394,634.42 20.1% N:\UAC~Original\CPIcomplefion.wpd METROPOUTAN COMMUNICATIONS _ CONSULTANTS ~eattle: 5847 McKinley PI. N., ,Seattle, Washington 98103~710 Tel: 206.522.6778 Fax: 206.522.6777 Tacoma: F~O. Box 88907, Stellscoom, Washington 98388-0907 Tel: 253.58g.1770 Ft=~: 253.589,9254 www.mcco.com January 4, 2003 Mr. Larry Dunbar Power Resources Manager The City of Port Angeles 321 East Fifth Street Port Angeles, WA 98362-0217 Re: I-Net Services Agreement CPI Site Drops--MCC Recommendation for Acceptance Dear Larry: The City Site Drops, in accordance with Exhibit 6.3 (as amended) of the I-Net Services Agreement between Capacity Provisioning, Inc. and the City, have been completed. Richard Li of MCC inspected the work, reviewed the OTDR testing results on January 2-3, 2003, and confirms that the provisions of the I-Net Services Agreement have been met, subject to the minor corrections and withholding of $4,788.18 until associated work is complete as noted in Attachment 1 hereto. As built documentation and OTDR testing summaries delivered to the City on January 2, 2002, have been reviewed, corrections noted and returned to CPI for drafting of final corrections. We recommend acceptance of the work by the City Council, subject to confirmation of completion of all corrections as noted above. Very truly yours, METROPOLITAN COMMUNICATIONS CONSULTANTS, LLC Richard C. T. Li, P.E. President Discussion Paper LEKT Sanitary Sewer Connection to City WVVTP UAC Meeting, January 14, 2003 Discussion: 1- Elwha Dam removal will increase water table at Lower Elwha Klallam Tribe (LEKT) Reservation. 2 - This necessitates development of a plan to treat sewage from residential and non- residential facilities located at the reservation. 3 - LEKT commissioned a study. Three alternatives considered. A. Community Drain field with individual septic tanks. B, Community Treatment Plant with disposal to a constructed wetland. C. A Sewer Force Main Connection to the City's Wastewater Collection System, with treatment at the City's Wastewater Treatment Plant (WVVTP) and tie into the system at 18th and Milwaukee Drive 4 - Preferred solution identified by the value engineering process is 3C. Issues: Below are a list of issues that should be addressed: Issue #1 A. VVWTP capacity B. 400 + homes and some commercial buildings. Btwn 140,000 to 80,000 mgd and 300,000 mgd Issue #2 A. Impacts on combined sewer overflows Issue #3 A. Service outside of the urban growth area.. Issue #4 A. Ownership and operation of the pump station. B. Ownership and maintenance of the pressure main. Issue #5 A. Fee structure 1. System development charge, $745 per connection 2. Late comer fee for Milwaukee system, $150 + interest for 10 years 3. 150% surcharger for outside of the City 4. What fees to charge? 5. Commercial vs. Residential rates structure Issue #6 ^. Joint use of bridge across Dry Creek Recommendation: Provide comments to the Director of Public Works and Utilities to permit development of a position to the UAC and or City Council. Prepared by: Glenn A. Cutler, Director of Public Works and Utilities N:\PROJECTS~Kaycee Way\UAC DiscussionPaper. wpd CLARENCE A. WEST Counselor and Attorney at Law 1201 RIO GRANDE, SUITE 200 Direct Dial: 512.499.8838 AUSTIN, TEXAS 78701 Fax: 512.322.0884 www.cawestlaw.com Email: cawest~cawestlaw.com December 20, 2002 Mr. Richard I. Clark c/o Mr. Paul Milan, Senior Counsel (via fax 206-623-9015 & regular Northland Cable Television, Inc. mail) 1201 Third Avenue, Suite 3600 Seattle, Washington 98101 WaveDivision Network, LLC (via regular mail) Attn: Mr. Steve Weed c/o Mr. Craig Shrontz, Attorney 14100 Southeast 36th Street, Suite 201 Bellevue, Washington 98006 RE: Transfer of Franchise of the City of Port Angeles, Washington-Incomplete and Inaccurate FCC Form 394. Dear Mr. Milan and Mr. Shrontz: On behalf of the City of Port Angeles, Washington ("CITY") I forward this letter. The information I am requesting on behalf of the City was included in my November 22, 2002 and December 9, 2002 letters to Mr. Weed and Mr. Clark. Based on the lack of a complete response, it's unlikely the City will be able to proceed with the transfer request during January 2003. In Exhibit I to Mr. Milan's letter of December 16, 2002, he stated, "the most current financial projections in full detail...including ali assumptions...will be provided...immediately following this letter." The "current financial projections in full detail" have not been received. The City is willing to move forward with the amendments to the Fiber Optic WAN Use Agreement and discuss our proposed amendments to the Franchise and Transfer Agreements later. We will need to have the amendments to the Fiber Optic WAN Use Agreement finalized by 12/30/2002 so that the Utility Advisory Committee and City Council can consider it on January 14, 2003 and January 21, 2003 respectively. Working backward from a new target City Council meeting date of February 18, 2003, at which approval of the proposed transfer ordinance and amendments to the franchise would be sought, the City emphasized that it needs to receive a complete response to the information requested on November 22, 2002, December 4, 2002, and December 9, 2002 no later than January 13, 2003. This would allow adequate time to discuss the complete application and proposed transfer ordinance and amendments to the franchise the following two weeks. After all of the requested information is received the City would hope to expeditiously complete our review of your form 394 as to "accuracy", in which the City has a full 30 days under the FCC regulations (47 CFR Sec. 76.502 (b)) from the date of a completed FCC Form 394. The below request details the outstanding prior requests which have not been responded to by Northland Cable Television, Inc. or WaveDivision Network, LLC. 3.1 Please provide financial statements, including the balance sheet, cash flow statement and an income statement, that only pertain to the Port Angeles franchise specifically. We also need detail as to the EBITDA (Earnings Before Interest, Taxes, Depreciation and Amortization) as the specific revenue sources such as, cable television, premium cable, cable modem, advertising, etc. Please provide specific details as to your planned capital expenditures in Port Angeles under the franchise. Please also provide the notes, if any, to the financial statements. 3.2 While the principal Mr. Weed, Sandler Capital Partners, and Wells Fargo may have substantial financial resources, there is nothing to indicate that those resources are dedicated, pledged or guaranteed, or in any way would be contractually provided to insure performance under the Port Angeles Franchise. Please provide documents evidencing contractual obligations as to equity capital (indicated as "paid in capital") and capital borrowing indicated as "senior debt"), with any reservations or qualifications detailed. 3.3 If not in other provided documents, please detail any cable rate assumptions/implications in the City for the next five years. If you have any questions, please do not hesitate to contact me at my direct line telephone number (512) 499-8838. Sincerely, Clarence A. West cc: Glenn Cutler, City of Port Angles (via e-mail) Larry Dunbar, City of Port Angeles (via e-mail) NORTHLAND COMMUNIQtTIONS E C ¥ D ,, CORPORATION 1201 Third Avenue, Suite 3600 Seattle, Washington 98101 FAX (206) 623-9015 (206) 621-1351 VIA FACSIMILE and EXPRESS MAIL Clarence A. West, Esq. 1201 Rio Grande, Suite 200 Austin, Texas 78701 December 16, 2002 Re: Transfer of Franchise of the City of Port Angeles (the "City"), Washington franchise from Northland Cable Television, Inc., ("NCTV") to WaveDivision III, LLC, ("Wave") its wholly owned subsidiary, and the subsequent transfer of NCTV's interest in Wave to WaveDivision Holdings, LLC ("Holdings"). Dear Mr. West: Thank you for your letters of November 22, 2002 and December 9, 2002. By way of in~'oduction, I am in- house counsel to NCTV and, until completion of the proposed franchise transfer, Wave. This letter is on behalf of each of NCTV, Wave, and Holdings. Holdings is the entity managed by Mr. Stephen Weed, and represented by Mr. Craig Shrontz, Esq. As I am sure you know, both NCTV and Holdings' management have have been working di~fiy with the City to answer its direct questions and those posed by your letters. In doing so, we have addressed a number of questions from the City, some of which were similar to those set forth in your letters. However, in order to directly address your inquiries, we thought it best provide you with a direct response. November 22, 2002 letter Paragraphs 2 and 3. Your letter expresses some concern that NCTV would attempt to transfer its franchise within 60 days and without the City's consent. Please be assured that we are aware that the City has a full 120 days from the filing ora completed Form 394 to consider the applicants' request. The 60 day time period set forth in our notice was included simply to inform the City of our desired transfer date, and we acknowledge that the City in entitled to the full ]2~ period provided for under 42 C.F.R. §76.502~ We do believe the Form 394 was complete as filed, although we also acknowledge the City's legitimate right to request additional information. It is our sincere hope that the requested transfer can be accomplished well within 120 days after it was filed and we, therefore, see no benefrt to either party in wrangling over the definition ora "complete" Form 394. Paragraph 4. Richard Clark properly executed the 394 on behalf of both NCTV and Wave. Mr. Clark is an executive officer of NCTV and signed on behalfofNCTV in that capacity. Pending its sale to Holdings, Wave is a wholly owned subsidiary of NCTV and NCTV is its sole member and its sole manager. Therefore, as an executive officer of NCTV, Mr. Clark signed for Wave on behalf of NCTV, its sole member and manager. Paragraph 5. Per section 4.2.1, the Port Angeles franchise is for 15 years. We acknowledge that one remedy for non-performance of certain conditions is to allow the City to reduce the term to 5 Dw45a.doc Clarence A. West, Esq. December 16, 2002 Page 2 of 4 years. However, it is our contention that absent a violation of the franchise which is not cured as provided in the Franchise, the term of the Franchise is 15 years. As to the remainder of your paragraph 5, we are looking into your contention that exhibit I contains information that is inconsistent with NCTV's recent certification to the City. Paragraph 6 throug}a 11. Please see Exhibit I for Mr. Weed's responses. Paragraph 12. You are correct. The Fiber Optic WAN Use Agreement (the "WAN Agreement") is incorrectly listed twice in section 10 of Schedule 2 to exhibit 1. I understand that both the representatives of NCTV and Mr. Weed have made clear that amendments to the Wan Agreement are not a proper pre-condition for the City's approval of the requested franchise transfer. City's December 4~ 2002 Request Regarding the City's November 26, 2002 requests, our responses are as follows: Initial Requests and Supplemental Requests Please see Exhibit I attached hereto for Mr. Weed's responses to financial questions. December 9, 2002 Letter Regarding your December 9, 2002 letter reminding applicants of outstanding information requests, representatives of NCTV are working diligently with Mr. Weed to provide complete and meaningful responses, some of which are enclosed herein and some of which will be provided as outlined above. If you have any questions or wish to discuss any of the above items, please do not hesitate to contact me at (206) 748-5001 or Mr. Weed's counsel, Mr. Shrontz at (425) 453-6890. . .cf~Best Regards, Paul Milan Senior Counsel CC: Larry Dunbar (via first class mail) Gary Jones (via email) Steve Weed (via email) Jack Dyste (via email) Pete Grigorieff (via email) John Stokke (via email) Craig Shrontz (via email) Dw45a.doc Clarence A. West, Esq. December 16, 2002 Page 3 of 4 EXHIBIT I to December 16, 2002 Response Letter. Business Plan Following the closing of the purchase transaction referenced in the filed 394, Wave Division III, LLC will be a wholly owned subsidiary of WaveDivisinn Holdings, LLC ("Holdings"). The business plan for Holdings contemplates approximately Thirty-two Million Five Hundred Thousand Dollars ($32,500,000.00) in equity being invested in Holdings prior to closing together with access to credit facilities of approximately Fifty Million Dollars ($50,000,000.00) to assist in the purchase of various cable systems, including the Port Angeles system, and for working capital needs. Equity Funding Approximately 90% of the equity finding will be from the Sandier Capital Partners V, L.P., Sandier Capital Partners V FTE, L.P. and Sandier Capital Partners V Germany, L.P. (collectively the "Sandier Parmerships"). Approximately 10% of the invested equity will be from WaveDivision Capital, LLC, a Washington limited liability company. Steven Weed will be a significant investor in WaveDivision Capital, LLC. The Sandier V Partnerships are three Delaware limited partaerships commonly managed as a private equity fund by Sandier Capital Management, which specializes in both public and private invesUnents in the media, communications and entertainment industries and related businesses. The Sandier V Partnerships were formed in 2000 as Sandler Capital Managemenfs fifth private equity fund, with aggregate capital commitments of approximately $757 million. The sole general partner of the three Sandier V Partnerships is Sandler Investment Partners, L.P., whose sole general par'mcr is Sandier Capital Management Sandier Capital Management and its affiliated entities have managed public and private investments in the media communications and entertainment industries since 1980 and has approximately $2 billion in investments under management and committed capital firm-wide. The Management Committee of Sandier Capital Management is comprised of Michael Marocco, John Komreich and Andrew Sandier. Sandier has made numerous investments, both publicly and privately, in domestic and international cable television companies. Sandier also invests in technology companies that serve the cable television induslry. It has strong relationships with major cable television MSOs. Credit Financing The lender financing will be through credit facilities to be arranged by Wells Fargo, NA. A commitment letter from Wells Fargo has been issued to Wave Division Networks, LLC for approximately Thirty-seven Million Five Hundred Thousand Dollars ($37,500,000.00) in senior secured credit although that information remains confidential at this time. Management At closing, Steven Weed will have an executive employment agreement with Holdings pursuant to which he will have made a multi-year commitment to Holdings to be and serve as its Chief Executive Officer. All or substantially all of Steven Weed's time will be devoted to the management of the systems being operated by Holdings through its various subsidiaries. It is also anticipated that all or substantially all of the current employees operating the Port Angeles system will be employed or offered employment with the transferee. Financial Projections The financial projections attached to the filed 394 were consolidated projections for all of the cable systems being acquired by Wave Division Networks, LLC, or its assignees, and that will be operated by Holdings through its operating subsidiaries. The reference to "Northland CedarComm" relates to the anticipated simultaneous acquisition of the Cedar Communications system. Copies of the most current financial projections in full detail used to obtain the credit financing commitment, including all Dw45a.doc Clarence A. West, Esq. December 16, 2002 Page 4 of 4 assumptions used in preparing the projections, will be provided under separate cover immediately following this letter. Planned Capital Expenditures. The business plan for the transferee contemplates capital expenditures sufficient to meet all franchise requirements. Dw45a. doc WHOLESALE WATER CONTRACT THIS CONTRACT, made and entered into by and between the CITY OF PORT ANGELES, a municipal corporation, hereinafter called the "City", and the PUBLIC UTILITY DISTRICT NO. 1 OF CLALLAM COUNTY, a municipal corporation, hereinafter called the "District"; WHEREAS, there has been in existence between the City ~e District a Wholesale Water Contract, and the parties hereto desire to continue said contractual~lation~h~and to extend the sale of water by the City to the District as set forth herein; an~, WHEREA S, the City and the District realize ce~kal.~ 'x b merits from cooperative efforts in the operation and maintenance of their respective watern~ms and desires to cooperate in planning for the fiature supply WHEREAS, the City's polic3 ' water to current and future City resident., ~ity water is subservient thereto; NOW, THEREFORE, the City e ) the District, and the District agrees to buy from the City, wholesale w~u~ ~ following provisions: 1. Rates and Water Use L~n A. The District shall p~ the following rates: Gales Addition Reservoir (High Zone}: Jan. 2003 - Dee. 2003 billing cycle- S0.94 per 100 cubic feet per month Jan. 2004 - Dec. 2004 billing cycle- $1.00 per 100 cubic feet per month Jan. 2005 - Dec. 2005 billing cycle- $1.05 per 100 cubic feet per month -1- Baker Street Intertie (Low Zone): Jan. 2003 - Dec. 2003 billing cycle- $0.90 per 100 cubic feet per month Jan. 2004 - Dee. 2004 billing cycle- $0.96 per 100 cubic feet per month Jan. 2005 - Dee. 2005 billing cycle- $1.00 per 100 cubic feet per month B. The maximum withdrawal rate from the City's water system at the Gales addition reservoir shall be 500 gallons per minute. The maximum withdrawal rate from the City's water system at the Baker Street intertie shall be 175 gallons per minute. Short term changes to the with~wal rate may be made with the approvaloftheCity. ~ . C. The City shall have the unilateral option to adjust the rates descrlbe~ve upon 30 days notice if rates are changed for other City customers, a/~x 2. Other Conditions. A. The District agrees to manage its w~er system t, ilize demand on the City's system. water shortage response as described in Chapter 13.46 PI~M(~r as said Chapter may be hereafter amended. In the event of water supply or capacity the Disffict shall implement the plan upon notification by the City. ~ B. The District agrees to contifi~ !r vestigate and develop other feasible sources to supply r water to the area serviced b~t for the Eastern Port Angeles Urban Growth Area. C. The Distfic~he C~ shall cooperate to the maximum extent possible by participating in water system capital improvem~projects of mutual benefit. D. The District agrees to reimburse the City for all costs for maintaining the transmission pipeline between thc City limits and the Gales addition reservoir. E. The District agrees to construct all new and replacement facilities within the urban growth area to a standard that meets or exceeds urban services standards and guidelines. -2- F. In case of emergency, water shortage, or whenever the public health, safety, or the distribution of water so demands, the City may reduce or limit the time for, or temporariby discontinue, delivery of water to the District. Water delivery may also be temporarily interrupted for the purposes of making repairs, extension, or doing other necessary work. Before altering the delivery of water to the District, the City will attempt to notify the District, in advance, of any changing, reducing, limiting, or interruption of service. The City, however, shall not be responsible for any damage resulting from interruption, change, or failure of the water supply system. G. The water purchased by the District shall be for theirs of the area served by the District easterly of the City of Port Angeles. The District agrees to obtain the prior~pproval of the City when ! any new customer or combination of new customers of the Dj~t are projected to increase the District's monthly water usage under this contract for both points of ~ 50,000 cubic feet in any month. The District also agrees to obtain the prior approval of th~kCity when itel water usage under this contract is projected to exceed 2.5 million cubic feet in any month~ ~][k H. The City's policy shall be, and the~istt~t hereby agrees, that all new and existing customers inside the City have priority o~ District fo~ruse of City water and that the City may, at its sole discretion, reduce the delivery of w~ct in order to better supply City customers or may ,~ - terminate this Contract upon 60 days writtennl~ce as set forth in paragraph 5 below. I. All water s~er this contract, after it passes the point of delivery at the present service connections, shall'be'l~ope~ of the District. The District shall be responsible for all monitoring and reporting requirements to com~ with the Safe Drinking Water Act. J. The City shall not be liable for any loss or damage to any person or property, whatsoever, resulting directly or indirectly from the use by the District or its customers of the water supplied under this contract, and the City shall further not be liable for any interruptions in supply of water to the District or its customers. The District agrees to inderrmify the City for, and save it harmless from, all losses or damages -3- which the City may suffer or incur by reason of the assertion of any such claim against the City, including all fees, costs, expenses, and attorney fees incurred in defending against such claims. K. The District agrees to allow the City to use access roads and the District's bridge across Morse Creek for access to City facilities. The District also agrees to maintain three phase electric service for backup emergency service to the City's Elwha River pump station and any associated facilities. L. The District and the City agree to jointly participate in the development of a cooperative water supply plan limits and Morse Creek. 3. Payment. Billings for services rendered shall be paid by to receive a monthly billing, payment. The billing, payment, and collection of this contract shall be as s ~ Accounts Ordinance, 13.16 ?AMC. Pre-annexation agreement The Port Angeles City Council, by Ordina , has established a policy of allowing the growt~ areas extension of City utility services into~ban without annexation. The policy of the Washington State Growth Managem~ban growth areas should be incorporated into cities at sometime in the future. In support of these plus, it shall be required that all new water service property owners (including those that increase their service size) using the City's wholesale water shall execute, record, and provide a copy to the City of the attacbed (Attaclunent 1) pre-annexation agreement before service is provided. The property~er shall pay for all of its costs and for the recording fees associated with the pre-annexation agreement. The pre-annexation agreement shall be a covenant running with the land and therefore shall be binding on the current property owner and all successors in interest in the property serviced by the City's wholesale water. -4- The property owner shall be informed by the District that the City is providing wholesale water based on plans for annexation of the property to the City of Port Angeles. The District shall require the property owner to sign any and all notices, petitions and other documents requested at any time by the City, in which documents the property owner shall agree that its property will be annexed to the City of Port Angeles and that it will not oppose and will support any such annexation proceedings. 5. Termination. This Contract shall terminate with the last billing cycle in Decemb~ror, 2005, or upon 60 days written notice by either party, whichever is earlier. DATED this __ day of ,20~ CITY OF PORT ANGELES PUBLIC ll[~LITY DISTRICT NLrMBER 1  LAL~'AM COUNTY Glenn Wiggins, Mayor President ATTEST: % ATTEST: Becky J. Upton, City ClerJ~ ~ Secretary APPROVED AS TO FORM: ~ Craig D. Knutson, City Attomey N:~PWKS\LIG HIXPOWIvlh°UD water ratesh°UD Water Contract draft 3.wpd -5-