Loading...
HomeMy WebLinkAboutUAC 05142024 Agenda PacketMay 14, 2024 Port Angeles UAC Meeting Page 1 MAY 14, 2024 City of Port Angeles UTILITY ADVISORY COMMITTEE Agenda This meeting will be conducted as a hybrid meeting. In hybrid meetings, members of the public, Council members, and City staff have the option to attend the meeting in person, in Council chambers at City Hall located at 321 East 5th Street, Port Angeles, or remotely via telephone or video link. The Chair may determine the order of business for a particular UAC meeting. The agenda should be arranged to best serve the needs and/or convenience of the UAC and the public. The Chair will determine time of break. Hearing devices are available for those needing assistance. The items of business for regular UAC meetings may include the following: A. Call to Order – Regular Meeting at 3:00 p.m. B. Public Comment The Utility Advisory Committee (UAC) desires to allow the opportunity for Public Comment. However, the business of the City must proceed in an orderly and timely manner. Visit https://www.cityofpa.us/Live- Virtual-Meetings to learn how to participate during public comment and or watch the meeting live. Written public comments can be submitted to: gking@cityofpa.us, comments will not be read aloud but will be made part of the record. Comments should be received by 10:00 a.m. Tuesday, MAY 14, 2024. For audio only please call: 1-844-992-4726 Use access code: 255 952 04760 Password: epCaK9P3MK3 (37225973 when dialing from a phone or video system) Once connected, press *3 to raise your virtual hand if you wish to make a comment or public testimony. You will be notified when it is your turn to speak. This access code is good for the May 14, 2024 meeting only. If you are joining in through the WebEx link: https://cityofpa.webex.com/cityofpa/j.php?MTID=m3504503481817b286829630cf89378c0 and wish to make a comment or public testimony, please use the “raise your hand” feature in WebEx. You will be notified when it is your turn to speak. Members of the public may address the UAC at the beginning of any Regular Meeting under "Public Comment." The UAC desires to allow the opportunity for Public Comment. However, the business of the City must proceed in an orderly, timely manner. At any time, the presiding officer, in the presiding officer's sole discretion, may set such reasonable limits as are necessary to prevent disruption of other necessary business. At its most restrictive, Public Comment shall be limited to a total of 15 minutes for the Public Comment period. Individuals may speak for three (3) minutes or less, depending on the number of people May 14, 2024 Port Angeles UAC Meeting Page 2 wishing to speak. If more than 20 people are signed up to speak each speaker may be allocated two (2) minutes. Individuals who are residents of the City or own businesses within the City will be called to speak first, with preference given to those who wish to speak to an item on the meeting’s agenda. If time remains, the presiding officer will call other individuals wishing to speak, generally in the order in which they have signed in. If time is available, the presiding officer may call for additional unsigned speakers. Persons speaking shall state their name, whether they reside within the City limits, whether they have any other pertinent connection to the City, and whether they are appearing as the representative of an organization. Excerpts: Council Rules of Procedure Section 12 C. Late Items To be placed on this or future agendas, including any executive session needed during or at the end of the meeting. D. Minutes April 9, 2024 | Approve E. Capital Facilities Plan 2025-2030 | Recommendation/ by Sarina Carrizosa, Finance Director F. Future UAC Topics G. Next Meeting June 11, 2024 Adjournment May 14, 2024 Port Angeles UAC Meeting Page 3 I. A. Call to Order Chair Mattias Järvegren called the meeting to order at 3:02 pm. B. Roll Call UAC Assigned Councilmembers Present: Mayor Kate Dexter, Councilmember Amy Miller, and Councilmember LaTrisha Suggs UAC Members Present: Chair Mattias Järvegren, Robert Kajfasz and Terry Nishimoto UAC Members Absent: Councilmember Lindsey Schromen-Wawrin, Richard French and Laura Dodd Staff Present: Public Works and Utilities Director Mike Healy, Power Resources Manager Gregg King, Public Works and Management Assistant Jessica Toth, Capital Projects Engineer Vince McIntyre, Capital Project Inspector II Weston Jorgenson, and Media Services Technician Many Young II. Public Comment The public is invited to provide written comments via e-mail prior to the meeting, call-in and via WebEx. There was no public comment. III. Late Items There were no late items. IV. Approval of Minutes Mayor Dexter moved to approve the February 13, 2024, minutes. Councilmember Miller seconded the motion. Chair Järvegren asked if there was unanimous consent, hearing no opposition, the motion carried 6-0. V. Cardboard Waste Disposal Contract with McKinley Paper Co. - Recommendation Public Works and Utilities Director Mike Healy discussed the on-going negotiations between the City of Port Angeles and McKinley Paper Company for the local mill to take the City’s cardboard waste for environmentally sound use. The contract now has been approved and signed by McKinley Paper Company and staff is seeking a favorable recommendation from the Utility Advisory Committee members to City Council to approve and instruct the Director of Public Works and Utilities to execute said contract on behalf of the City. Delivering cardboard waste to the local McKinley paper mill will save the City numerous trips to the current disposal site in Seattle, WA saving the City approximately $225,000 annually. UTILITY ADVISORY COMMITTEE MEETING Hybrid Meeting Port Angeles, WA 98362 April 9, 2024 3:00 p.m. May 14, 2024 Port Angeles UAC Meeting Page 4 Councilmember Miller moved to provide a favorable recommendation for City Council to approve the contract with McKinely Paper Company and authorize the Director of Public Works and Utilities to sign the contract and make minor modifications as needed. Councilmember Suggs seconded the motion. Councilmember Suggs asked if there was discussion regarding transportation costs from the Transfer Station to the mill for cardboard disposal. Director Healy responded during the pilot, staff looked at different ways to transport the cardboard waste to the mill, but the savings overall by eliminating transport to Seattle was the overburdening benefit to this contract. The cost for transportation to the mill is negligible in this regard. Chair Järvegren asked if the City provided cardboard will include cargo that comes from the county and other locations. Director Healy responded that because of separation and handling costs, the cardboard being transferred to the mill will only be clean cardboard that is not commingled with other recycling. Chair Järvegren asked if there was unanimous consent, hearing no opposition, the motion carried 6-0. VI. Wastewater Capacity Improvements – Construction Update/Presentation Director Healy spoke of the importance of this project and praised the hard work staff invested in these improvements to our wastewater capacity. Capital Projects Inspector II Weston Jorgenson gave a presentation regarding the Wastewater Capacity Improvements Project, CON-2023-06, including project progress, upcoming work and how this project is integrating with other upcoming projects on Marine Drive. This project will resume work in June 2024 to install a parallel gravity main along West 4th Street, permanently patch the force main trench on Marine Drive and will incorporation the full width paving of Marine Drive. Mayor Dexter requested that staff confirm with the school district that the senior parade is anticipated to be on Friday June 14th and the paving on Marine Drive will not interfere with the parade route starting at Ediz Hook and along Marine Drive. Councilmember Miller thanked staff for this presentation and stated it was really helpful to see photos of the progress of this project and to hear the challenges staff encountered. Jorgenson expanded on the unique challenges of working within the old infrastructure in town and how important teamwork was between staff and the contractor while working through the challenges. Councilmember Suggs inquired about the old, abandoned infrastructure and if it was removed or if the locations were documented to be included in the City’s GIS system. Jorgenson responded that all found utilities are actively being added to the City’s GIS system. Councilmember Suggs stated that she is a frequent traveler on Marine Drive, and it was amazing to watch the pipe being snaked through. She appreciated the hard work and thanked staff. Chair Järvegren asked if the paving on Marine Drive will include improvements to the trail sidewalk section. Director Healy explained that the project is funded by a TIB grant, which is ineligible to include the pathway or walkway. The pathway has been included in the joint RAISE grant application that the City and the Port of Port Angeles have collaborated on and applied for the next round of funding. Chair Järvegren asked if this project will include repaving 4th Street. Jorgenson confirmed that this project includes repaving three feet outside of the trench width, but not the full width of the street. Chair Järvegren commented that this project will expand capacity for future growth and there is infill May 14, 2024 Port Angeles UAC Meeting Page 5 happening in the neighborhoods and the blocks around Milwaukee. He raised the question if the capacity expansion will result in construction growth in other areas. Director Healy stated anytime capacity is created it adds to the development that City Council has taken the lead on and the capabilities of supporting that development. Staff have applied for a grant through Representative Kilmer’s office for the A street basin for $3.5 Million to continue capacity expansion. Capacity projects are in support of the City Council’s initiative on housing and is a big reason why staff have prioritized the wastewater utility projects. Councilmember Suggs asked if the work on 4th Street, since it is by Crown Park, will include adding a restroom to the park area. Director Healy stated that a restroom project for Crown Park is not in the CFP but would be available to further discuss. Chair Järvegren thanked staff for their time and effort on this project and noted that wastewater projects can be underappreciated but make our City livable. VII. City Hall East Parking Lot LID TR1215 Project Presentation Capital Projects Engineer Vince McIntyre gave a presentation on the upcoming construction on the City Hall East Parking Lot LID project. McIntyre gave an overview of the financial timeline as this project has been in the works since 2015, but due to financial delays has not come to fruition until 2024. This project will provide retrofit low impact development techniques to the City Hall parking lot to improve the water quality to Peabody Creek by managing the water runoff. The construction completion is anticipated to be mid-August 2024. McIntyre explained that this project will include permeable pavement and will require specialized cleaning equipment to maintain. Staff have determined that the Triverus MCV is proven the most effective machine and is seeking grant opportunities for funding the purchase. Currently, permeable pavement in the City is being maintained by street sweepers, but it is inadequate. The Triverus MCV machine is effective and has a small footprint which can be utilized to maintain sidewalks as well as streets. Chair Järvegren asked how the Triverus MCV machine differs from a regular street sweeper. McIntyre explained that the new machine has a water truck, pressure washing at an angle component, vacuum and brushes. This piece of equipment can pressure wash and sweep at the same time. Member Kajfasz asked if the structural soils included with this project will require specialized maintenance. McIntyre explained that he is working with other staff for the maintenance of the landscaping. After consulting with the landscape architects, it has been confirmed that to include trees in the parking lot long term, this structural soil is the best solution. Member Kajfasz asked if the cisterns are to be placed above ground or below ground and what their capacity is. McIntyre confirmed the five or six cisterns to be installed will be above ground and will each have a 550-gallon capacity. Councilmember Suggs asked if the designers of this project took into consideration the removal of toxic chemicals, specifically 6PPD-Q from tires, before the water runoff is discharged to Peabody Creek as that chemical is toxic to salmon. McIntyre confirmed that bioretention is the most effective way of removing 6PPD-Q from the stormwater stream. Councilmember Miller commented that this was the best UAC meeting ever. She thanked staff for the information and said it was great. May 14, 2024 Port Angeles UAC Meeting Page 6 McIntyre also gave an overview of the Stormwater Annual Report to Ecology and the hard work and time that staff dedicated to complete this report. VIII. Upcoming Meeting Topics: Discussed planning a possible joint meeting with the Planning Commission at the Planning Commission’s request. Members asked that the Planning Commission provide topics for a potential joint meeting during the normally scheduled Utility Advisory Committee meeting. Staff will work with the Planning Commission to provide a list of possible topics for the joint meeting for further discussion and planning a meeting date. IX. Next Meeting Date: May 14, 2024 X. Adjournment: 4:14 p.m. ______________________________________ ________________________________________ Chair Mattias Järvegren Jessica Toth, Public Works Management Assistant May 14, 2024 Port Angeles UAC Meeting Page 7 Date: May 14, 2024 To: Utility Advisory Committee From: Sarina Carrizosa, Finance Director Mike Healy, Public Works and Utilities Director Subject: The 2025-2030 Capital Facility Plan Background / Analysis: The Washington State Growth Management Act requires that the City review and update the Capital Facilities Plan (CFP) annually. The CFP is a six-year planning document that is updated annually based on needs and policies identified in the City of Port Angeles Comprehensive Plan, Council Strategic Plan and City Work Plan. It represents Port Angeles’ current list of needed projects and programs for the next six years. The document also identifies secured or reasonably expected revenues and expenditures for each of the projects included in the CFP. Projects without identified funding are also listed in the CFP to allow for additional funding options to be explored. The UAC is provided the opportunity to review, discuss and provide recommendations to projects within this plan in the following sections.  Utilities: o Medic 1 o Electric o Water o Wastewater o Solid Waste o Stormwater o Combined Sewer Overflow (CSO) Projects in the CFP have been vetted by City staff and management. In all instances Council’s directives have been considered and implemented, which include: Summary: The Capital Facilities Plan (CFP) allows the City to proactively make long-term plans for asset management, maximize our limited resources and leverage outside funding sources. Changes to projects approved for the 2024 Budget year will become the amended capital portion of the current budget and projects approved for 2025 will be built into the 2025 Capital budget. Utility capital projects included in the proposed 2025-2030 CFP are being presented to the UAC for discussion. Funding: Each project sheet in the CFP document describes the proposed funding for each individual project. Funding sources include governmental transfers, utility reserves (both capital and operating), utility rates, grants, and contributions. If funding has not been identified the project is marked unfunded but remains in the CFP to allow Staff to explore funding avenues for completion. No additional debt is proposed for the 2025-2030 CFP planning cycle. Recommendation: Staff requests that the Utility Advisory Committee consider the Preliminary 2025-2030 Capital Facilities plan and provide a favorable recommendation to City Council for adoption of the plan. May 14, 2024 Port Angeles UAC Meeting Page 8 1) Replacement of critical infrastructure based on priorities and focus on preventable maintenance to increase asset life. 2) Leveraging projects by planning multiple projects in one area at the same time to save on construction costs. 3) Maximizing the use of funds available to limit the impact on customer rates from capital investment. 4) No new debt is required to complete projects or is planned for future projects. 5) Building capital reserves to a cash to depreciation ratio of 1:1.  Electric, Water and Stormwater utilities all currently fall below the ratio directed by City Council as of this CFP cycle. This is caused by some very large projects planned in the 2025-2030 CFP cycle; however, the 1:1 cash to depreciation requirement will continue to build in this fund in future years.  Additionally, the Water, Wastewater and Stormwater utilities will require rate increases ranging from 1.5% to 3.0% tied to the timing of the Cost-of-Service Analysis. A list of all active, prioritized and unfunded projects is attached to this memo. The complete document can be reviewed in detail in the Preliminary CFP document posted on the City’s website here: https://www.cityofpa.us/774/Capital-Facilities-Plan. Finally, the CFP is a living document and is subject to change due to shifting priorities, funding sources emergencies, and other factors. As amendments are presented by staff an analysis will be performed to ensure rates are not impacted negatively and funding is available. Funding Overview: Each project sheet in the CFP document describes the proposed funding for each individual project. Funding sources include governmental transfers, utility reserves (both capital and operating), utility rates, grants, and contributions. If funding has not been identified the project is marked unfunded but remains in the CFP. No additional debt is proposed for the 2025-2030 CFP planning cycle. May 14, 2024 Port Angeles UAC Meeting Page 9 F.Calendar of Actions and Meetings What topics would the Committee like to hear? BPA Provider of Choice Contract – updates May 14, 2024 Port Angeles UAC Meeting Page 10 G.Next UAC Meeting June 11, 2024 3:00 – 5:00 PM This meeting will be conducted as a hybrid meeting.