HomeMy WebLinkAboutAgenda Packet 02/13/2018 Utility Advisory Committee
City Council Chambers
Port Angeles,WA 98362
February 13,2018
3:00 p.m.
AGENDA
L Call To Order
IL Roll Call
III. Approval Of Minutes for November 14,2017
IV. Late Items
V. Public Comment— The Utility Advisory Committee desires to allow the opportunity for Public
Comment. However, the business of the City must proceed in an orderly, timely manner. At its
most restrictive, Public Comment shall be limited to a total of 15 minutes. Individuals may speak
for three (3) minutes or less, depending on the number of people wishing to speak. If more than
20 people are signed up to speak, each speaker may be allocated two (2) minutes. (Taken from
Council Rules of Procedure Section 12).
VI. Discussion Items:
A. Open UAC positions review
B. Water Use Efficiency Goals
C. Water System Plan Update
VII. Information Only Items:
A. Marine Drive Sewer Repair, Phase 2 Project WW0118 —Design Briefing
B. Light Operations Facility Relocation
C. Waste Connections Contract Modification-verbal
VIII. Next Meeting Date: March 13, 2018
IX. Adjournment
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Utility Advisory Committee
City Council Chambers
Port Angeles, WA 98362
November 14, 2017
3:00 p.m.
I Call To Order
Chair William Atkinson called the meeting to order at 3:04 p.m.
II Roll Call
UAC Assigned
Councilmembers Present: Sissi Bruch, Cherri Kidd and Vice Chair Lee Whetham
Councilmembers Absent: N/A
UAC Members Present: Chair William Atkinson, Mattias Jarvegren, and Paul Collins
UAC Members Absent: Laura Dodd and Rob Feller
Staff Present: Gregg King, Teresa Reed-Jennings, Bill Bloor,
Glen Goodworth, Jeff Bender, and Marian Bodart.
Others Present: (1) One citizen
III. Approval Of Minutes
Chair William Atkinson requested a motion for approval of the October 10, 2017 minutes. Sissi
Bruch moved to approve the minutes and Lee Whetham seconded the motion. Motion carried 6-
0.
IV. Late Items: None
V. Public Comment: None
VI. Discussion Items:
A. Proposed Adjustments to 2018 Utility Rates
Glen Goodworth, Senior Accountant presented the proposed 2108 utility rates for five utilities: water,
wastewater, stormwater, electric, and solid waste collections. Mr. Goodworth pointed out that all
utility revenues equal all expenses and though the efforts of all City staff and some reserves,was able
to keep the total of all utility rate increases at 1.3%. Some of the highlights of the 2018 presentation
were:
• Zero increase to electric utility rates
• 0.23% increase in overall water rates
• 1.8% increase in overall wastewater
• 5.4% overall increase in stormwater rates
• 5.9% increase in overall solid waste collection rates
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Mr. Goodworth also gave an example of a typical residential utility bill which showed that the impact
on the typical household would be $3.97 per month(1.31%). Vice Chair Lee Witham wanted to
know what the impact of the mill shutting down for retooling was to the City. Craig Fulton, Director
of Public Works &Utilities, stated that the impact to the City's general fund was a decrease of
$500,000. Discussions also included the use of reserves,the different funding requirements the City
must balance, capital projects,the cost of service analysis (COSA), and equitable distribution of costs
to all rate payers.
Vice Chair Lee Whetham made a motion for a favorable recommendation of proposed utility
rates to City Council. Seconded by Sissi Bruch. Motion carried 6-0
VII. Information Only Items:
A. Utility visits for UAC and City Council
Gregg King, Power Resource Manager, is working on a visit to the Water Treatment plant in early
December 2017. More details to follow.
VIII. Next Meeting Date: December 12, 2017
IX. Adjournment: 4:51 p.m.
Chair William Atkinson Michelle Hale, Administrative Specialist 11
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• NGELES
WAS H I N G T O N, U. S. A.Utility Advisory Committee Memo
DATE: February 13, 2018
To: Utility Advisory Committee
FROM: GREGG KING,POWER RESOURCE MANAGER
SUBJECT: Open UAC positions review
Summary: The Utility Advisory Committee's two community representatives and Industrial
Transmission representative have reached the end of their four-year terms. Applications have been
received for these positions.
Funding: N/A.
Recommendation: Staff requests the Committee 1) review the applications, 2) interview the
applicants if desired, and 3) provide a favorable recommendation to the City Council to
appoint the applicants to serve on the Utility Advisory Committee to represent these two
constituencies.
Back2round/Analysis: The Utility Advisory Committee's community representatives (Bill
Atkinson and O. Mattias Jarvegren) and Industrial Transmission representative (Rob Feller)will
reach the end of their four-year terms at the end of February. The City is accepting applications
through February 14, 2018.
The two current community representatives have submitted applications indicating they wish to
continue their service on the UAC. The Industrial Transmission representative has also indicated
he wishes to continue in this role, which is intended to be an advocate for customers owning their
own high-voltage transmission lines.
Staff requests that the Committee members 1)review the applications, 2) interview the
applicants if desired, and 3)provide a favorable recommendation to the City Council to appoint
the applicants to serve on the Utility Advisory Committee to represent these two constituencies.
Funding Overview: N/A
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• NGELES
WAS H I N G T O N, U. S. A.Utility Advisory Committee Memo
DATE: February 13, 2018
To: Utility Advisory Committee
FROM: JAMES BURL,DEPUTY DIRECTOR OF OPERATIONS
SUBJECT: Water Use Efficiency(WUE) Program Goals
Summary: The Water Use Efficiency Rule (WAC 246-290) went into effect January 2007
mandating that water purveyors establish goals as part of a Water Use Efficiency Program.
Goals must be approved by the "elected governing body" and must include a public forum or
meeting to provide opportunity for consumers and the public to participate and comment on the
water use efficiency goals.
Funding: None
Recommendation: Forward a favorable recommendation to the City Council to accept the
Water Use Efficiency Programs Goals as published.
Back2round/Analysis: On December 18, 2007, City Council passed resolution 20-07 to adopt
the City's 2008-2013 Water Use Efficiency(WUE)Program. The WUE Program expired in
2013 and needs to be renewed per WAC 246-290-830. Public Works has been working on
setting new goals to renew the WUE Program in concurrence with the updating of the Water
System Plan.
Staff will provide a presentation on the WUE Program and discuss the draft goals shown below
as well as receive comments from the public at the Council Meeting scheduled for March 6,
2018. A Notice of Public meeting will be published on February 16, 2018.
SUPPLY GOAL: The Water Utility will implement a program intended to maintain a water loss
of less than ten percent per year.
DEMAND GOAL: The Water Utility will implement a program intended to achieve a two-tenths
of one percent reduction in customer consumption per capita per year.
Funding Overview: None
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• NGELES
WAS H I N G T O N, U. S. A.Utility Advisory Committee Memo
DATE: February 13, 2018
To: Utility Advisory Committee
FROM: JEFFREY BENDER,P.E.,UTILITY/CIVIL ENGINEER II
SUBJECT: Water System Plan Update
Summary: The Washington State Department of Health (DOH) requires that all Group A Water
Systems update their Water System Plan every six years. Local Water Purveyors and DOH have
reviewed the draft Plan and staff has responded to all comments received. The Plan is now ready
to be finalized and approved by City Council.
Funding: None
Recommendation: Forward a favorable recommendation to the City Council to approve the
Water System Plan, enabling formal approval by the Washington State Department of Health.
Background/Analysis:
The City is required to update its Comprehensive Water System Plan (WSP)to meet the
requirements of the Washington State Department of Health(DOH), as outlined in its Water
System Planning Handbook and specified in the current version of Washington Administrative
Code (WAC) 246-290. The City's most recent WSP was approved in 2010.
The principal goals of the WSP are to make the best use of available resources in order to
provide high quality service and protect the health of utility customers. The DOH Office of
Drinking Water policy encourages the City to use this WSP as a working tool to look at all of its
needs and statutory requirements, and chart a plan of action for achieving these goals.
The most important issues being addressed in this update to the WSP are summarized below:
• Description of the City water system— customers and facilities
• Fluoride removal
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• Compliance with federal and state Drinking Water Standards
• System Analysis
• Calibration of the hydraulic model developed from the City's GIS system in 2010 with
data collected during the 2015 hydrant flushing program.
• Water demand
• Water use efficiency
• Source water protection (Watershed Control Program).
Work on the WSP began in June 2015 under a consultant agreement with CH2M Hill. The draft
WSP was submitted to adjacent water purveyors (Dry Creek Water Association, Black Diamond
Water District, and Clallam County Public Utility District 41) for comment in August 2017.
After these comments and final City staff comments were addressed, a final draft WSP was
submitted to DOH and Washington State Department of Ecology(DOE).
Additionally,pursuant to RCW43.21C, a State Environmental Policy Act(SEPA) checklist was
submitted to the Department of Community and Economic Development(DCED). After review
of the SEPA checklist and an extended public comment period, DCED issued a Determination of
Non-Significance. The Lower Elwha Klallam Tribe (LEKT) issued a letter outlining their
concerns with the SEPA checklist. City engineering staff has addressed LEKT's concerns by
adding a paragraph to Section 1 that addresses the cultural and archaeological significance of
Port Angeles.
DOH issued a review letter on October 25, 2017 detailing 30 comments and action items. The
City and CH2M Hill are responding to all of the comments to satisfy the DOH. Once the final
draft of the WSP is approved by City Council, the DOH will review and approve the WSP. The
approval period will be 6 years from the date of final approval by DOH.
The required City Council and DOH approval process is addressed in WAC 246-290-100, a
portion of which is excerpted here:
(8)Prior to department[DOH] approval of a water system plan or a water system plan
update, the purveyor shall:
... (b) Obtain the approval of the water system plan from the purveyor's governing body
[City Council] or elected governing board.
Funding Overview: None
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• NGELES
WAS H I N G T O N, U. S. A.Utility Advisory Committee Memo
DATE: February 13, 2018
To: Utility Advisory Committee
FROM: JEFFREY BENDER,P.E.,UTILITY/CIVIL ENGINEER II
SUBJECT: Marine Drive Sewer Repair, Phase 2 Project WW0118—Design Briefing
Summary: This project will replace approximately 277 feet of existing 8" concrete pipe with 8"
PVC pipe.
Funding: Funding for this project will require a budget amendment.
Recommendation: It is requested that the UAC concur with the design strategy for Marine
Drive Sewer Repair Phase 2, Project WW0118, and forward a favorable recommend to the City
Council to award a construction contract in 2018 that fits within the project budget.
Background/Analysis:
The 8-inch gravity sewer under Marine Drive between the log channel and Pump Station 3 at the
intersection of Marine Drive and Hill Street was constructed in or around 1969 as part of the
wastewater collection system upgrade and the construction of the first City wastewater treatment
plant. The system was expanded in 1999 with the construction of two new 4-inch pressure mains
that serve the businesses on Ediz Hook and the Coast Guard Base at the tip of the hook.
Since construction of the pressure mains, the gravity sewer line has experienced continual high
hydrogen sulfide (H2S) gas concentrations which is a byproduct of septic sewage. The H2S
combines with water creating sulfuric acid which has corroded the gravity concrete and asbestos
sewer mains causing thinning of the top and sides of the pipes. The H2S has also corroded the
concrete manhole walls and cast iron manhole lids and rims. In 2017, a contract was awarded
which lined the pipes with a plastic, corrosion resistant lining, repaired the manholes by lining
the surfaces with a two coating corrosion resistant repair system, and replaced the manhole rim
and lids with corrosion resistant rim and covers. Unfortunately, approximate 277 feet of sewer
main was not able to be lined due to extensive damage from corrosion.
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This project will replace approximately 277 feet of existing 8" concrete pipe with 8" PVC pipe
(See attached plan sheet). A temporary bypass system will be installed during installation of the
new sewer main to convey wastewater around the work area. This temporary sewage bypass
system will consist of a pump and an above ground hose from one manhole to another.
Funding Overview: Funding for this project will require a budget amendment. The engineer's
estimate for this project is $170,000.00.
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• NGELES
WAS H I N G T O N, U. S. A.Utility Advisory Committee Memo
DATE: February 13, 2018
To: Utility Advisory Committee
FROM: CRAIG FULTON,DIRECTOR OF PUBLIC WORKS
SUBJECT: Relocation of Light Operations (Temporary)
Summary: On November 13, 2017 the Port of Port Angeles notified the City to vacate the leased
O Street Light Operations facility by March 31, 2018 to make room for an expanding commercial
business. Given the short timeframe, the City did not have adequate time to construct a new Light
Operations Facility,nor was the Port willing to adjust the end date of the lease. For those reasons,
temporary accommodations are required.
Funding:
-- Annual lease costs will increase from $50,400/year to $90,000/yr—will require a 2018 budget
amendment
-- Onetime costs for moving expenses, communications relocations, modifications to interior
spaces (costs to be determined)
Recommendation: Information
Background/Analysis: On November 13, 2017 the Port of Port Angeles notified the City to
vacate the leased O Street Light Operations facility by March 31, 2018. Given the short
timeframe, the City did not have adequate time to construct a new Light Operations Facility, nor
was the Port willing to adjust the end date of the lease, due to the timeline for the commercial
business expansion. For those reasons, temporary accommodations are required.
A thorough search of the Port Angeles area revealed two available properties offering the
requirements essential to the successful management of an electric utility operations facility.
Several other facilities were also available, but would have adversely impacted commercial/retail
development in the main commercial corridor and which also had operational facility constraints.
The two compounds under final consideration were:
• Atlas Trucking compound on Highway 101; and
• Vacated Magna Force operations compound in the Airport Area.
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Four points were considered when selecting the most suitable location:
• Timeline
• Availability
• Facility Adequacy
• Cost
Timeline: The City has until March 31st to vacate the O Street property; less than 60 days.
Along with securing a lease, several other critical activities are required: identify and contract
with a moving company for office/inventory/equipment relocation, wire for IT/communication
capabilities, establish new office and Op Centers (SCADA) spaces, and establish warehousing
and operational spaces.
Availability: Few commercial properties are vacant in the Port Angeles area. Over the past
months, the search team visited over a half dozen separate properties, only two properties meet
the City needs. Locations in the County were not considered for several reasons: the need to
respond quickly to power outages; and the ability to ensure equipment and materials are readily
available for deployment within the City.
Facility Adequacy: Of the available commercial properties, few have the required space for an
operationally effective electric utility, including: office space, environmentally controlled
storage, covered storage, and an open laydown area.
Cost: It will take approximately two years to build a permanent Light Operations facility, this
paper takes into consideration the total lease costs incurred by the City over the two year period.
The current O St property lease is $4,200 /month at$50,400 per year. This includes:
• 14,900 sq. ft. enclosed space for offices, materials and equipment.
• No covered storage space.
• No paved outside space for material storage.
LOCATIONS UNDER CONSIDERATION:
Current Magna Force Atlas Trucking
Location
Cost $4200/mo. $3000/mo. $7000/mo.
No Taxes No Taxes —$500/mo.Taxes
=$50,400/year =$36,000/year =$90,000/year
Enclosed Space 14,900 sq. ft. 5,640 sq. ft. 15,700 sq. ft.
Exterior Paved None None 170,000 sq.ft.
Space
Covered Storage None None 9,900 sq. ft.
Space
IT Wave cable onsite Wave cable nearby
Grounds City pays Negligible
Maintenance
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Other -Operationally problematic due to lack
space for material and equipment storage,
and covered/environmentally controlled
vehicle cover
- Significant building upgrades required
such as installation of roll-up doors.
Additional vehicle cover and material
storage solutions will need to be
constructed
-Suspected mold issue in some office
spaces
Lease Agreement: City Legal staff is preparing a lease agreement for 2 year occupancy with the
options for 2 additional years if required. Intent is to bring to Council for approval on 20
February for lease to commence 1 March.
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