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HomeMy WebLinkAboutUAC Packet 01142025January 14, 2025 Port Angeles UAC Meeting Page 1 JANUARY 14, 2025 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, JANUARY 14, 2025. For audio only please call: 1-844-992-4726 Use access code: 2559 163 1022 Password: iP3RSU5SrE5 (47377857 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 JANUARY 14, 2025 only. If you are joining in through the WebEx link: https://cityofpa.webex.com/cityofpa/j.php?MTID=m10126af21e644a9cfcb06f01606649cd 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 January 14, 2025 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 September 10, 2024 | Approve E. NPDES Stormwater Permit | Presentation by Ryan Jeffries Civil/Utility Engineer III F. EV Charging grant update | Information/ by Gregg King, Power Resource Manager F. Next Meeting UAC: February 11, 2024 Adjournment January 14, 2025 Port Angeles UAC Meeting Page 3 I. A. Call to Order Mayor Kate Dexter called the meeting to order at 1:30 pm. B. Roll Call UAC Assigned Councilmembers Present: Mayor Kate Dexter, Councilmember Amy Miller, and Councilmember Lindsey Schromen-Wawrin (Arrived at 3:01) UAC Members Present: Robert Kajfasz and Richard French UAC Members Absent: Chair Mattias Järvegren, Laura Dodd and Terry Nishimoto Staff Present: Public Works and Utilities Director Mike Healy, Deputy Director of Light Operation Ken Haman, Power Resources Manager Gregg King, City Engineer Jonathan Boehme, Finance Director Sarina Carrizosa, Cost and Capital Accountant MarySue French, Cost Accountant/Treasurer Jason Jones, Media Services Technician Mandy Young, Public Works and Management Assistant Jessica Toth, and Assistant City Attorney Christopher Cowgill II. Late Items There were no late items. III. 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. IV. Approval of Minutes Councilmember Miller moved to approve the July 9, 2024, minutes. Member French seconded the motion. Mayor Dexter asked if there was unanimous consent, hearing no opposition, the motion carried 5-0. V. Cost of Service Study Water and Wastewater Finance Director Sarina Carrizosa presented the cost-of-service studies for the water and wastewater utilities. The current rates for these utilities expire on December 31, 2024. In 2019, the Utility Advisory Committee, Council and Staff reviewed, and the City Council ultimately approved the Cost of Service (COSA) methodologies for each utility with the intent that these methodologies would be used for setting future utility rates. Principles used when creating the COSA methodologies include the UTILITY ADVISORY COMMITTEE SPECIAL MEETING Hybrid Meeting Port Angeles, WA 98362 September 10, 2024 1:30 p.m. January 14, 2025 Port Angeles UAC Meeting Page 4 following: rates must be cost based, meet revenue requirements of the utility, be easy to administer, be just, reasonable, fair and equitable and be affordable. Rising costs caused by inflation and personnel bargaining agreements as well as increased capacity needs have caused the rates in these utilities to increase. Proposed rates in the Water and Wastewater utilities are for two years, ending December 31, 2026. Rates have been averaged over their prospective two-year cycle for ease of administration and predictability to City customers. Base rates collected are based on pipe size. Director Carrizosa presented the Water COSA first. Discussion followed. Member French asked for clarification on how the rate changes would affect non-taxable entities and what category they were taxed under. Director Carrizosa clarified there is a municipal rate category for non-taxable entities and if they are taxable, they are categorized under the commercial rates. Councilmember Schromen-Wawrin asked for clarification as to why we have different rates for different user groups, such as between commercial, residential and industrial. Director Carrizosa clarified that residential rates are on the same pipe size, whereas commercial has different pipe sizes and commercial usually has heavier demand, so the rates do differ. Councilmember Schromen-Wawrin commented that rates weren’t increased during the pandemic so as to not burden the customers but that decision should be on a policy level, not dictated by the COSA. Mayor Dexter confirmed that it was a City Council action not to change the rates during the pandemic as a policy and not through the COSA. Councilmember Schromen-Wawrin commented that as a policy we should be consistent with rate increases instead of spiking the rates, then bringing them down due to customer protest. Director Carrizosa did confirm that staff do try to keep the rate increases consistent at a rate of 2-3%. Councilmember Miller asked for clarification on irrigation rate increases as they seem to have the highest increase and if that is normal or due to no increases during the pandemic as well. Director Carrizosa stated that the rates for irrigation are customer based and drive the cost increases. Mayor Dexter asked if the City falls into municipal and irrigation or does the City only fall into municipal. Director Carrizosa confirmed that the City falls into both municipal and irrigation, but is still not required to pay certain taxes for irrigation. Councilmember Schromen-Wawrin suggested we determine the base rate on lot size, not pipe size and maybe the methodology needs to be reexamined outside of this meeting. Mayor Dexter confirmed that the methodology discussion should be at a later date. The Presentation continued with the Wastewater COSA. Member French asked why there is a significant difference for personnel costs between water and wastewater when staff in both divisions are in the same union. Director Carrizosa explained that staff are in the same union but the positions are different and as part of the bargaining there were changes in classifications that occurred that resulted in higher increases for the wastewater personnel. Member Kajfasz asked for clarification on the increased capacity and how it was addressed in each the water and wastewater sides. Director Carrizosa explained that the proposed 2025 budget includes a new position that will be shared between water and wastewater, primarily in water, and it is built into the rate since it is proposed in the 2025 budget. Councilmember Miller made comment that the City does have masterful employees and we need to make sure we’re taking care of our people for retention. She asked for clarification for the wastewater rates between residential and commercial as residential is higher than commercial. Director January 14, 2025 Port Angeles UAC Meeting Page 5 Carrizosa confirmed that the rate changes are due to pipe size and the rate groups aren’t compared to each other, they’re compared against the cost of those services for each group. Mayor Dexter asked if any member would like to make a motion or if further discussion is needed. Member French moved to forward a favorable recommendation to the City Council for approval of the 2025-2026 rate adjustments in the Water and Wastewater utilities. Councilmember Miller seconded the motion. Mayor Dexter asked if there was unanimous consent, hearing no opposition, the motion carried 5-0. VI. Pilot Program – End of distribution line voltage meters Director Healy and Deputy Director of Light Operations Haman discussed how the City currently monitors the voltage output at seven (7) substations that supply electricity to all customers serviced by the City electric utility. Sending voltage to the end of the distribution line, with the current system, is a guess as to how much voltage to send. Staff is evaluating how to determine the voltage drop that occurs as you travel away from each substation. The pilot program will add meters at key areas to enable staff to supply quality voltage at the end of the distribution lines and adjust voltage supply when necessary. The system will also alert staff to customer outages and will allow for implementation of an Outage Management System in the future. Discussion followed. Councilmember Miller asked if these types of metering will help staff have a quicker response to outages at peoples’ homes? Also, with the outdated metering we currently have will the repair and maintenance for the new meters be a cost savings? Director Healy stated that currently the traditional meters have no data collection. Staff can’t detect an outage without going to the property. Through a 100% AMI outfitted system staff will be able to see exactly what meters are on and which are off. Through computer programs, staff would be able to generate an outage map which in turn reduces dramatically the calls from customers. Councilmember Miller asked if this pilot program will move us closer to a 100% AMI system? Director Healy stated that it doesn’t at this point, but it does offer immediate savings. The most beneficial aspect is that the data will available to the customer to evaluate individual household usage. Member Kajfasz asked if these meters are feeding back to just the substations or to the billing department? Director Healy said these meters will help staff build a mesh network with data collectors in the field for both electric and water that will provide information through our SCANDA system, operations center and our billing department. Councilmember Schromen-Wawrin asked for clarification where the cost savings will come from. Director Healy confirmed that savings will come from not pushing out more voltage as needed and from the Bonneville Power Association (BPA). Mayor Dexter asked if the timing of this pilot project will coincide with ERP. Director Healy said the benefit of doing this pilot project now is cost savings and becoming more efficient. An entire 100% AMI system will probably not be plausible until after ERP implentation. Mayor Dexter asked if any member would like to make a motion or if further discussion is needed. Member French moved to forward a favorable recommendation to the City Council for approval of an end of distribution line voltage metering pilot program to better serve the residents and customers of the City of Port Angeles and save money. Councilmember Miller seconded the motion. Mayor Dexter asked if there was unanimous consent, hearing no opposition, the motion carried 5-0. January 14, 2025 Port Angeles UAC Meeting Page 6 VII. Next Meeting Date: Joint Meeting with the Planning Commission September 10, 2024 @ 3:00 pm. VIII. Adjournment: 2:26 pm. ______________________________________ ________________________________________ Mayor Kate Dexter Jessica Toth, Public Works Management Assistant January 14, 2025 Port Angeles UAC Meeting Page 7 I. A. Call to Order Mayor Kate Dexter called the meeting to order at 3:05 pm. C. Roll Call UAC Assigned Councilmembers Present: Mayor Kate Dexter, Councilmember Amy Miller, and Councilmember Lindsey Schromen-Wawrin (Arrived at 3:01) UAC Members Present: Robert Kajfasz and Richard French UAC Members Absent: Chair Mattias Järvegren, Laura Dodd and Terry Nishimoto Planning Commission Members Present: Commissioner Colin Young, Commissioner Holden Fleming, Commission Danny Steiger, and Commissioner Anna Schorr Planning Commission Members Absent: Commissioner Ben Stanley and Commissioner Marolee Smith Staff Present: Public Works and Utilities Director Mike Healy, Power Resources Manager Gregg King, City Engineer Jonathan Boehme, Deputy Director of Community Services Shannen Cartmel, Planning Supervisor Ben Braudrick, Media Services Technician Mandy Young, Public Works and Management Assistant Jessica Toth, and Assistant City Attorney Christopher Cowgill II. Public Comment The public is invited to provide written comments via e-mail prior to the meeting, call-in and via WebEx. John Ralston, City of Port Angeles resident, spoke about the vacant and blighted properties. He has been asking the Planning Commission and City Council to define vacant and blighted properties. Before decisions are made, he hopes notice and descriptions are given to define these properties. III. Late Items There were no late items. IV. Committee and Commission Roles and Responsibilities Planning Supervisor Ben Braudrick gave a presentation on the roles and responsibilities of both the Utility Advisory Committee and the Planning Commission. He explained that having a joint meeting between the UAC and the PC has been unprecedented in the past. To set the stage for this meeting, a quick overview was presented regarding purpose, membership, duties and the recent actions taken by both the UAC and PC. Mayor Dexter asked if there were questions or comments. UTILITY ADVISORY COMMITTEE AND PLANNING COMMISSION JOINT MEETING Hybrid Meeting Port Angeles, WA 98362 September 10, 2024 3:00 p.m. January 14, 2025 Port Angeles UAC Meeting Page 8 Councilmember Schromen-Wawrin commented that City Council has been working on updating the municipal code specifically the section that pertains to advisory committees. The overall goal is to make a set of uniform rules for all committees with committee specific rules and the possible elimination of by- laws. Discussion followed. V. Possible intersection between the Committee and Commission Mayor Dexter asked if anyone would like to spur the discussion on how the UAC and the Planning Commission intersect in ways that could benefit policy development on a council level and the framework as that is the fundamental goal. Discussion followed to include multiple ideas on how both groups intersect. One main important role of these advisory committees is to be a touch point for the community to come and interact with the process. This makes it easier for the community to comment and engage. The framework for these advisory committees should be focused on serving the public. The zoning and housing issues are a focal point for the Planning Commission which has a huge impact on utility infrastructure. The UAC and staff are looking at utility infrastructure to determine what changes need to be made. Having these joint meetings is one way to efficiently combine that together and bring better understanding of what each committee is focused on and how they affect each other with planning directing utility infrastructure. The planning goes first, and the utility follows the planning. Director Healy commented that when the Planning Commission does suggest adjusting zoning they should do so knowing that utility adjustments will need to be addressed in a future CFP. The projects will not happen overnight but it should not be a deterrent from recommending the best move for the City and it’s priorities such as housing. Commissioner Young commented that considering where we want to upzone and where there is capacity is more beneficial instead of upzoning in an area where infrastructure upgrades are needed but scheduled five years from when development can occur. It would benefit all to find the low hanging fruit. Mayor Dexter commented that maybe going forward if either committee is going to have a presentation on a topic that benefits both groups, we can inform the other, so that everyone is better informed. Councilmember Schromen-Wawrin commented that the City as a whole should have a lot more housing units per block if we want to maintain the infrastructure that each block contains. Behind the scenes we are not able to maintain the infrastructure that we have because we’re not at the density level that we need to have a thriving city. IX. Vacant and Blighted Properties – Voluntarily Disconnecting Utility Services Members and Commissioners discussed how to possibly define vacant and blighted properties as they relate to utilities. The base rate of the utility bill is the cost of bringing the utility service to the property. Allowing residents to voluntarily disconnect utilities burdens the remaining rate payers of the city. If the property is unoccupied, a consumption rate will not be charged, but the base rate should still be charged. This could also be a financial incentive to rent or sell unoccupied properties. It was recommended that vacant and blighted properties be analyzed as separate properties such as vacant, unoccupied, and underdeveloped. It was also suggested that commercial properties be subject to this proposed policy change. Discussion continued regarding what the penalty will be if a rate payer refuses to pay the base rate when not occupying the property since the penalty for non-payment is to shut off utilities. It was discussed that the bill would continue to accrue until payment was made; utility services would not be restored until full payment was made. January 14, 2025 Port Angeles UAC Meeting Page 9 Councilmember Schromen-Wawrin moved to recommend adoption of an ordinance to not allow voluntarily turning off utilities on utility-connected properties. Councilmember Miller and Commissioner Young seconded the motion. After continued discussion on the motion Commissioner Fleming called for a vote on the motion. Mayor Dexter requested a roll call vote. Those in favor of the motion, said aye. Those opposed, said no. The ayes had it, and the motion carried 9-0. Councilmember Schromen-Wawrin asked for an update on the comprehensive plan progress. He explained that we update this plan every 6 years and this is a really important opportunity to address the future of the City. Planning Supervisor Ben Braudrick gave a brief update on the land use map component and discussed the comprehensive plan process. A paper survey was sent out to all residents with their utility bill. The survey was available online as well. Next steps include a Planning Commission meeting on September 25th and leading up to that will be a storefront studio and workshops to further engage the public. The invitation to attend was extended to all in attendance of the meeting. Mayor Dexter asked that staff send an email to verify who will attend so if a quorum is present, the meetings are Noticed. VI. Next Meeting Date: October 8, 2024 VII. Adjournment: 4:44 p.m. ______________________________________ ________________________________________ Mayor Kate Dexter Jessica Toth, Public Works Management Assistant January 14, 2025 Port Angeles UAC Meeting Page 10 Date: To: From: Subject: January 14, 2025 Utility Advisory Committee Scott Curtin, Director of Public Works & Utilities Western Washington Phase II Municipal Stormwater Permit Revisions - Presentation Background / Analysis: In compliance with the provisions of The State of Washington, Water Pollution Control Law Chapter 90.48 Revised Code of Washington and the Federal Water Pollution Control Act ( The Clean Watter Act) Title 33 United States Code, Section 1251 et seq. In January 2007, the City was issued a Western Washington Phase II Municipal Stormwater Permit by the State of Washington Department of Ecology in compliance with the State of Washington Water Pollution Control Act. The permit was subsequently renewed through 2024. Now the permit is reissued for the period of 2024-2029, the permit authorizes the City to discharge from the municipal separate storm sewer system (MS4) to surface water and ground water of the state. The City of Port Angeles Stormwater Utility collects and conveys stormwater received from residential, commercial, and industrial sites. Much of the stormwater in Port Angeles flows through a separate stormwater system that discharges directly into local creeks and the harbor. Stormwater Utility responsibilities include managing the City’s National Pollutant Discharge Elimination System (NPDES) Municipal Stormwater Permit with a primary focus on improving water quality, implementing capital projects which relieve flooding, protect the environment, health and safety, and foster economic growth, and maintaining existing stormwater facilities such as pipes, catch basins, ponds and treatment devices. A Stormwater Management Program (SWMP) was developed by the City to help meet the specific requirements of the General Permit. The SWMP Plan is a written set of planned actions and activities designated to reduce the discharge of pollutants to the maximum extent practicable and to protect water quality. Funding Overview: Not Applicable at this time Attachment: None Summary: As part of the City’s management of the State Waste Discharge General Permit, which is the National Pollutant Discharge Elimination System (NPDES) permit, the Stormwater Management Program monitors discharge from small municipal separate storm sewer systems (MS4) with the primary focus on improving water quality. Funding: Not applicable at this time Recommendation: Information Only January 14, 2025 Port Angeles UAC Meeting Page 11 Date: To: From: Subject: January 14, 2025 Utility Advisory Committee Gregg King, Power Resource Manager Electric Vehicle Charger Grant Recommendation Background / Analysis: In May 2023, the City applied for the US Department of Transportation’s Charging and Fueling Infrastructure Grant to install 50 EV charging stations comprised of a mix of DC fast chargers and type 2 chargers throughout City owned property. Subsequently, a six-month delay within USDOT delayed funding decisions on grant awards. On January 18, 2024, the City received notice that it was one of the recipients selected to receive the USDOT in the amount of $2.1 million for a total project cost of $2.6 million. In November 2023, the City applied for a Washington State Department of Commerce EV charging grant to install five EV chargers comprised of a DC fast charger and four type II chargers. The DOC grant will pay a flat fee for each charger. Additional money will be needed if the EV chargers are not purchased and installed for the grant specified flat cost. On January 24, 2024, the City received notice that it had been selected as a grant recipient in the amount of $30,000. Staff has completed the contract process and is currently planning the project. Locations for all the EV chargers have been preliminarily identified and planned equipment inventoried. Installation is estimated for the summer and fall of 2025. Funding Overview: USDOT awarded the City grant funds in the amount of $2.1 million; a 20% City match is required in the estimated amount of $525,000. Washington State Department of Commerce awarded grant funds in the amount of $30,000 with a $10,000 City match required. Summary: The City of Port Angeles has received two grant award notices for Electric Vehicle (EV) charging. The US Department of Transportation (USDOT) has awarded the City $2.1 million to install 47 EV chargers at different locations throughout the City for public use and for current and future city fleet electrification use. The Washington State Department of Commerce (DOC) has also awarded the City $30,000 to install 2 Type 2 chargers. These grants will establish Port Angeles as a travel destination for all fuel source travelers, promotes clean energy, and encourages a carbon free fleet electrification and transportation system. Funding: USDOT awarded the City grant funds in the amount of $2.1 million; a 20% City match is required in the estimated amount of $525,000. Funds for the match will be allocated from wholesale power cost savings in the electric utility. Washington State DOC awarded the City grant funds in the amount of $30,000 with a $10,000 City match required. Recommendation: Information January 14, 2025 Port Angeles UAC Meeting Page 12 Proposed EV Charger Locations January 14, 2025 Port Angeles UAC Meeting Page 13 G.Calendar of Actions and Meetings Future Discussion Topics BPA Provider of Choice Contract – updates Discussion on resent direction from the Federal Government on the greenhouse gas reduction fund and if there are opportunities that staff have seen to utilize that fund Discussion on community solar projects, Discussion on looking at how Port Angeles is utilizing Direct Pay and those new mechanisms for funding infrastructure projects. January 14, 2025 Port Angeles UAC Meeting Page 14 H. Next UAC Meeting February 11, 2025 3:00 – 5:00 PM This meeting will be conducted as a hybrid meeting.