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HomeMy WebLinkAboutAgenda Packet 01/10/2017 Utility Advisory Committee Jack Pittis Conference Room Port Angeles, WA 98362 January 10, 2017 3:00 p.m. AGENDA L Call To Order II. Roll Call III. Approval Of Minutes for November 08, 2016 IV. Late Items V. Discussion Items: A. Streamkeepers Water Quality Monitoring Inter-Local Agreement with Clallam County VI. Information Only Items: A. Design Briefing for Pump Station No. 3 Replacement, Project WW03-08 B. UAC Member Open Position Update (verbal) VII. Next Meeting Date: February 14, 2017 VIII. Adjournment N:AUAC\MEETINGS\UAC2017\UAC011017\011017 Agenda.docx Utility Advisory Committee Jack Pittis Conference Rooms Port Angeles, WA 98362 November 8, 2016 3:00 p.m. L Call To Order Committee member Rob Feller called the meeting to order at 3:05 p.m. IL Roll Call UAC Assigned Councilmembers Present: Sissi Bruch, and Cherie Kidd Councilmembers Absent: Brad Collins, Mayor Patrick Downie, Dan Gase, Michael Merideth, and Vice Chair Lee Whetham UAC Members Present: Rob Feller UAC Members Absent: Chair Lynn Bedford and Laura Dodd Staff Present: Craig Fulton, Gregg King, Kathryn Neal, Shailesh Shere, Heidi Greenwood, Glen Goodworth, and Michelle Hale Others Present: None III. Approval Of Minutes Rob Feller requested a motion for approval of the October 11, 2016 minutes. Sissi Bruch moved to approve the minutes and Cherie Kidd seconded the motion, which carried unanimously. IV. Late Items: A. Future Agenda Items i. Urban Growth Area Update; Annexed Properties—Providing City water plan ii. Pump Station 43 and Bio Solids Dewatering Project B. Committee Member Resignation V. Discussion Items: A. Stormwater Education & Outreach Services Interlocal Agreement with Kitsap County Kathryn Neal, P. E, Engineering Manager, discussed the details of the proposed 3 year Interlocal Agreement with Kitsap County that would allow the City to more economically satisfy the Stormwater NPDES Permit. The Permit requires the City to provide stormwater education and outreach. The City has successfully used the agreement with Kitsap County in 2012 and 2014 to meet its Permit requirements. Discussion followed. Sissi Bruch moved to recommend City Council to authorize the City Manager to sign the 3 year Interlocal Agreement with Kitsap County in an annual amount not to exceed $11,474 and a total amount not to exceed$34,422, and to make minor modifications to the agreement, as necessary. Cherie Kidd seconded the motion,which carried unanimously. B. Bi-lateral Transfer of Energy Conservation Budget Gregg King, Power Resources Manager, discussed the Bi-lateral transfer of$500,000 in projected excess BPA Energy Conservation Agreement(ECA)budget for the 2016-2017 rate period. The City Conservation Program is largely funded by Bonneville Power Administration,which is largely funded through BPA wholesale rates. The mutual bilateral transfers allows the City to enter into a contract providing projected excess budget to another utility in 2017 and allowing the other utility to send back the same amount of budget in the next rate period(2018-2019)resulting in no net loss of Energy Conservation Agreement(ECA) funds for the City. Discussion was held regarding other options including conservation rebates. Cherie Kidd moved to recommend City Council to authorize the City Manager to enter into the mutual bilateral transfer with Lower Valley Energy in an amount up to $500,000. Sissi Bruch seconded the motion,which carried unanimously. VI. Information Only Items: A. Net Energy Metering Policy Craig Fulton, Director,Public Works &Utilities, introduced Shailesh Shere, City Electrical Engineer. Gregg King, Power Resources Manager,talked about the State Legislative House Bill 2773 requirement for net metering, allowing interconnection of eligible renewable energy systems to the electric grid. Gregg stated the City will reach the mandated cumulative limit for net metering systems within the next two years and recommends the utility begin drafting an alternate net metering policy for future renewable energy system installations. If the popularity of solar energy continues in the future, other rate structures need to be considered to be fair to everyone. Discussion followed with input from Shailesh Shere and Craig Fulton. B. Committee Member Resignation Gregg King, Power Resources Manager,received an email from Betsy Wharton stating she was unable to give the committee the attention it deserved. Her resignation opens a citizen's position. Gregg distributed a copy of the UAC's Chapter 2.68 and described which member representation, criteria and term applied to the vacancy. A strong marketing campaign will be needed to encourage participation. C. Port Orchard Water & Sewer System/Rates Craig Fulton reported for Council Members, information he had received that had been sent on Port Orchard water and sewer systems,rates, etc. in comparison to Port Angeles. Craig ran through similarities and differences in the City's utility infrastructure and operations. Craig stated he will work on feedback,noting the comparisons. D. Capital Improvements List Sissi Bruch requested a capital improvement list for the last five (5) years. Craig Fulton he would request Finance assistance in putting the list together. Craig also mentioned other reference handouts available such as the number of pump stations the City has, an affordability index, etc. VII. Next Meeting Date: December 13, 2016 VIII. Adjournment: 3:55 p.m. Chair Lynn Bedford Michelle Hale, Administrative Specialist II RT NGELES • -- WAS H I N G T O N, U. S. A. Utility Advisory Committee Memo DATE: January 10, 2017 To: Utility Advisory Committee FROM: Jonathan Boehme, P.E., Stormwater Engineer SUBJECT: Streamkeepers Water Quality Monitoring Inter-Local Agreement with Clallam County Summary: The City of Port Angeles Western Washington Phase II Municipal Stormwater NPDES Permit(Permit)requires the City to search for sources of water quality problems such as fecal coliform bacteria. The proposed Inter-Local Agreement with Clallam County will allow the City to continue to economically satisfy the Permit requirements. The City has worked with Clallam County Streamkeepers for over fifteen years to monitor water quality in the five streams within the City limits. The proposed Inter-Local Agreement will continue the monitoring work over the next five years by utilizing Clallam County Streamkeepers Program which leverages volunteer support to minimize costs to monitor the City streams and harbor. Funding: The agreement for $16,000 per year will be funded by the Stormwater Utility, and the 2017 Stormwater Budget includes funding to cover this activity. The 5 year agreement has a total not to exceed amount of$80,000 for the years 2017 through 2021. Recommendation: Forward a favorable recommendation to City Council to authorize the City Manager to sign the 5 year Interlocal Agreement with Clallam County in an annual amount not to exceed $16,000 and a total amount not to exceed $80,000, and to make minor modifications to the agreement, as necessary. Back2round/Analysis: The Permit requires the City to continue to search for sources of water quality problems such as fecal coliform bacteria. The City has contracted with Streamkeepers of Clallam County to perform water quality monitoring on the five streams within the City and in Port Angeles Harbor since 1999. Fecal Coliform bacteria are the primary water quality problem observed in the monitored streams. Continued monitoring at a consistent set of stream stations is used to 1) analyze water quality trends, 2) focus illicit discharge and connection tracing efforts N:AUAC\MEETINGS\UAC2017\UAC011017\UAC Streamkeepers ILA 2017.docx and 3) evaluate the effects of future fecal source control actions and stormwater retrofit projects. During the last 5 year agreement this monitoring effort has led to the successful discovery of sources of water pollution. For example, in 2013 high concentrations of fecal coliform lead to an investigation by City staff which discovered a bathroom at the Clallam County Courthouse which was plumbed to the stormwater system and Peabody Creek. More recently high concentrations of fecal coliform lead to an investigation by City staff which resulted in a discovery last month of a side sewer which was leaking directly into a storm line discharging to Peabody Creek near Lauridsen Blvd. These efforts to trace and eliminate sources of water pollution provide significant environmental benefit. The Streamkeepers program is an exemplary water quality volunteer program. Not only does Streamkeepers deliver high quality data and observations, it involves citizens in the health of our stream systems in a very tangible way. Funding for this work is available in the 2017 Stormwater budget. A 5 year agreement is recommended to provide a uniform monitoring program. It is requested that City Council approve and authorize the City Manager to sign a five year Inter-Local Agreement with Clallam County for stream water quality monitoring in an annual not to exceed amount of$16,000 with a maximum compensation of$80,000, and to make minor modifications to the agreement, if necessary. Funding Overview: The agreement for $16,000 per year will be funded by the Stormwater Utility, and the 2017 Stormwater Budget includes funding to cover this activity. The 5 year agreement has a total not to exceed amount of$80,000 for the years 2017 through 2021. INTER-LOCAL AGREEMENT BETWEEN CITY OF PORT ANGELES AND CLALLAM COUNTY FOR STREAM WATER QUALITY MONITORING This Inter-Local Agreement is between the City of Port Angeles (herein after referred to as "the City") and the Clallam County (herein after referred to as "the County") for the purpose of volunteer recruitment, training and coordination for water quality monitoring, and associated data storage and reporting. Funding for this work is through the City of Port Angeles. WHEREAS, the Inter-Local Cooperation Act, RCW 39.34,provides that any two public agencies of the state having separate authority to exercise a particular power may enter into an agreement for cooperative or joint exercise of that power; and WHEREAS, the City is a municipal corporation of the State of Washington, and the County is a political subdivision of the State of Washington, and each party has the authority to contract for water quality monitoring services under Article XI § 11 of the Washington State Constitution; Chapter 17.10 RCW; Chapter 3 6.8 9 RCW; Chapter 85.15 RCW; and WHEREAS, the City desires to monitor levels of fecal coliform bacteria and other water quality issues in the streams and harbor of Port Angeles, in a systematic and scientific manner, WHEREAS, the City would like to use the services of the County's Streamkeepers program. It is mutually agreed that: A. The County's Responsibilities: 1. Recruit and train volunteers through the County's Streamkeepers program to perform water- quality sampling in the Port Angeles area. 2. Devise a sampling plan in conjunction with the City. Sampling sites, parameters, and periodicity will be agreed upon by Streamkeepers and the City. Sites will have safe access. Where a sampling site is not accessible from a public road or other easement, the City will obtain the landowner's permission for Streamkeepers' staff and/or volunteers to access the site. Baseline sampling is expected to include monthly sampling for fecal coliform in fresh water streams and fecal coliform and enterococci in marine waters, as well as annual sampling for benthic macroinvertebrates. The sampling plan will depend upon funding and laboratory costs. 3. Submit samples to laboratories for analysis: a. Bacterial and other water-quality samples to the County Environmental Health Lab or, when the County Environmental Health Lab is unable to perform the analysis, another state accredited lab as defined in RCW 43.21A.230 and WAC 173-50-040. b. Benthic macroinvertebrate samples to professional taxonomy laboratories for identification and verification. 4. Gather data not requiring laboratory analysis, either on-site or using a facility of the County's choosing, using standard Streamkeepers protocols and quality-control measures. -1- 5. Record, confirm, and analyze all results, and report them to the City as soon as possible but no later than 30 days following collection via the standard reporting/recordkeeping formats as used by the County's Streamkeepers program. 6. Produce and submit to the City a monthly and yearly report summarizing water quality data collected. B. The City's Responsibilities: 1. Provide direction as to overall sampling design, including sites,parameters, and periodicity. 2. In the instance that a sampling site is not accessible from a public road or other easement, obtain landowner permission to access the site for sampling purposes. 3. Arrange with analytical laboratories for payment, as appropriate. Expected laboratory services include: a) Water samples for pollutant analysis. The 2017 lab fees at the Clallam County Environmental Health Laboratory are $26.00 per sample for membrane-filter fecal coliform tests and $35.00 per sample for enterococci bacterial tests. Payment of lab fees will be based on current year sample rates as set by the Clallam County Environmental Health Laboratory. If other parameters, methods, or laboratories are used, fees will vary. b) Benthic macroinvertebrate samples for taxonomic analysis per the Benthic Index of Biological Integrity (B-IBI). Laboratory fees cannot be determined in advance, but the City will use the same taxonomist(s)the County uses and will pay the same rate, including pro-rated costs for Quality Assurance laboratory analysis. 4. The City will pay for staff time and costs (described in"A." above) at the staff billing rate and actual cost of incidental material. The County will invoice the City monthly, and the City will pay within 30 days. The 2016 staff billing rate is $49.40 per labor hour. Subsequent years will be billed at the established staff billing rate set by Clallam County. 5. City's maximum obligation:_ The total cost of services for the above tasks,including payments to Streamkeepers and laboratories, will not exceed $16,000 for each calendar year, totaling $80,000 for the years 2017 through 2021. C. General Conditions: 1. Duration: Unless terminated by either party, this agreement shall commence on the date of execution, and shall remain in effect through December 31, 2021. 2. Modification: This Agreement may be amended or altered only by written agreement of the designated representatives of both the City and the County upon the signature of such representatives. The amendment shall explicitly state that it is an amendment to this Agreement. 3. Termination: This Agreement may be terminated by either party sixty (60) days after receipt of written notice of intent to terminate; PROVIDED that either party may immediately -2- terminate this Agreement for public convenience or in the event of a financial emergency. If this contract is terminated or expires,the City is obligated to reimburse the County for all costs incurred in performance of the Agreement prior to its termination or expiration. 4. Property: The parties do not intend to purchase or acquire any real or personal property in performance of this Agreement, other than the consumables necessary to perform this Agreement. However, should any property be purchased or acquired in performance of this Agreement, it will remain with the purchasing party upon termination or expiration of this Agreement. 5. Ownership of Items Produced: All writing, programs, data, public records or other materials prepared by the County and/or its consultants,subcontractors,or volunteers,in connection with performance of this Agreement will be entered into the Clallam County Water Resources database, and then delivered to the City. The parties recognize and acknowledge that all such information is available to the public. 6. Non-Discrimination: The County shall not discriminate against any person on the basis of race, creed, political ideology, color, national origin, sex, marital status, sexual orientation, age, or the presence of any sensory, mental or physical handicap. 7. Defense, Indemnity, Hold Harmless: The County shall defend, indemnify, and hold the City harmless from and against any liability for any/all injuries to person or property arising from the sole negligent act or omission of the County or its elected officials, department heads, agents, or employees in performance of this Agreement. The City shall defend, indemnify, and hold the County harmless from and against any liability for any/all injuries to person or property arising from the sole negligent act or omission of the City or its elected officials, department heads, agents, or employees in performance of this agreement. 8. Administration: This Agreement will be administered by the County's Streamkeepers program. The County's contact is: Ed Chadd,Associate Planner, Clallam County,223 E. 4h Street, Suite 6, Port Angeles, WA 98362, (360) 417-2281, Streamkeepersgco.clallam.wa.us. The City's contact is: Jonathan Boehme, Stormwater Engineer, City of Port Angeles, 321 E. 5'h Street, Port Angeles, WA 98362, (360) 417-4811,jboehmeLcityofpa.us. -3- IN WITNESS HEREOF, this Agreement is executed by Clallam County and by the City of Port Angeles, Washington. CITY OF PORT ANGELES CLALLAM COUNTY BOARD OF COMMISSIONERS Dan McKeen, City Manager Chair Dated this day of 2017. Dated this day of 2017. Attest: Attest: Jennifer Veneklasen, City Clerk Loni Gores, Clerk of the Board Approved As To Form: Approved As To Form: William E. Bloor, City Attorney Brian Wendt, Deputy Prosecuting Attorney -4- RT NGELES • -- WAS H I N G T O N, U. S. A. Utility Advisory Committee Memo DATE: January 10, 2017 To: Utility Advisory Committee FROM: MICHAEL SZATLOCKY,P.E.,CIVIL ENGINEER KATHRYN NEAL,P.E.,ENGINEERING MANAGER SUBJECT: Design Briefing for Pump Station No. 3 Replacement, Project WW03-08 Summary: Pump Station No. 3 Replacement, Project WW03-08,was first included in the Capital Facilities Plan in 2008, and was programmed for in-house design in 2016. The first phase of construction is scheduled for 2017, after the design is finalized and contract documents are prepared. This is a significant multi-year project that will replace undersized force mains along Marine Drive, eliminate wet-weather overflows of combined sewage, and replace a small pump station(PS3) that was originally installed in 1969. The final project costs could vary from $3.4M to $9.2M, depending on which design alternative is chosen for the portion of the alignment along the Boat Haven. Construction costs for Phase 1 are currently estimated at$820,000 and design costs for the entire project are approximately $175,000. Staff will give an informational briefing describing the reason for the project, the conceptual design solutions, and the estimated costs. Funding: Funding is available from Wastewater Utility rates. This project was programmed in the Capital Facility Plan. Budgeted expenditures have occurred in past years for planning and design. The schedule is to finish design and construct Phase 1 in 2017. Phase 2 and 3 are scheduled to be complete by 2021. Recommendation: Information only. Staff is seeking input, but no recommendation is requested at this time. Back2roundlAnalysis: Pump Station No. 3 (PS3) is located at the intersection of Marine Drive and Hill Street. Since 1969, when PS3 and the force main system were constructed, increases in combined wastewater and storm flows due to increased development and the expansion of service area have exceeded the capacity of the pump station and the force main on Marine Drive that conveys flow to Pump Station 4. Replacement of both PS3 and the pressure sewer are required to eliminate wet weather-related wastewater overflows along Marine Drive. N:AUAC\NIEETlNGS\UAC2017\UAC011017\UAC Pump Station 3 Replacement Design Brief.docx Staff will give an informational briefing that will cover: 1) History of the wastewater system on the west side of Port Angeles, and the improvements that were constructed in 1969, 1995, and 2005, 2) Features of the proposed project, to eliminate backflows to Marine Drive and to businesses and residences that are currently experiencing backflow problems 3) The three phases of the project, and current site investigations that will inform design decisions, especially with respect to the portion of the alignment along Marine Drive near the Boathaven. 4) The project schedule and cost estimates 5) Input and questions from the UAC Pump Station No. 3 Replacement, Project WW03-08, was first included in the Capital Facilities Plan in 2008. An initial pre-design alternatives analysis was done in 2011, and the project was programmed for in-house design for 2016. The 48 year old PS 3 and the 12-inch pressure sewer are both undersized and nearing their effective service life and need to be replaced. The Project will construct a new, smaller pump station, a new 8-inch pressure sewer to deliver wastewater from Pump Station 3 to the gravity sewer on Marine Drive at the Boathaven, and a new 18-inch gravity sewer to take the wastewater flows from Hill Street and Crown Park to the intersection of Marine Drive and Cedar Street. The first phase of construction is scheduled for 2017, after the design is finalized and contract documents are prepared. Staff will be seeking approval from UAC and Council to award the construction contract later in 2017. Construction costs for Phase 1 are currently estimated at $820,000. This is a significant multi-year project that will replace undersized force mains along Marine Drive, eliminate wet-weather overflows of combined sewage, and replace a small pump station (PS3) that was originally installed in 1969. It is anticipated that the project will take place in three phases over a period of 4 years. The final total project costs could vary from $3.4M to $9.2M, depending on which design alternative is chosen for the portion of the alignment along the Boat Haven. Design costs for the entire project are approximately $175,000 due to cost savings incurred by minimizing the involvement of engineering design consultants. The pump station will be self-operating (controlled by the wastewater SCADA system), requiring less maintenance than the current pump station. Reductions in pump horsepower will provide a long term energy cost savings.