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HomeMy WebLinkAboutMinutes 09/09/1991UTlLITY ADVISORY COMMITTEE Port Angeles, Washington September 9, 1991 Call to Order: Councilman Hallett called the meeting to order at 4:55 p.m. II. Roll Call: Members Present: Jim Hallett, Richard Wight and Mike Lemon. Members Absent: Jeff Rosbach and Thomas Hunt. Staff Present: J. Pittis, B. Titus, C. Knutson, B. Upton, G. Kenworthy, B. Jones, T. Siebens, R. Ellsworth, G. Leaf, and S. Kenyon. III. Am~roval of Minutes: Councilman Lemon moved to approve the minutes of the August 12, 1991, meeting as written. The motion was seconded by Councilman Wight and carried unanimously. IV. Discussion Items: Ao Presentation by Dr. Thomas Locke - County Health Officer: Fluoridation of Water This discussion was rescheduled to the October 14, 1991, meeting. B. Landfill Status Report Public Works Director Pittis reviewed several items pertinent to the landfill construction project. Concerning landfill gas monitoring and training, Director Pittis indicated it is desirous to enter into a contract with Sweet-Edwards/EMCON, Inc., for one year of gas monitoring at a cost of $13,100, and gas safety and operation training for landfill personnel at a cost of $4,400. The goal is to increase the expertise of the City staff in this regard so that, ultimately, most of the testing and monitoring can he accomplished by the City staff with occasional input from the consultants. Councihnan Wight moved to concur with the reconunendation of Public Works and to forward the contract with Sweet-Edwards/EMCON, Inc., to the City Council for consideration. Councilman Lemon seconded the motion which carried unanimously. -1- Utility Advisory Committee September 9, 1991 Attorney Knutson advised the UAC members that Sweet-Edwards/EMCON, Inc., has taken a position of not accepting much liability and is not willing to agree to a hold harmless clause in the agreement. However, Director Pittis indicated their contract responsibilities would relate to monitoring and training only. On the matter of excavation of the next cell site, Director Pittis reviewed past practice wherein Lakeside Industries had assisted in excavation of a landfill cell and was able to gain access to material for crushed rock to use in asphalt. The City received the smaller rock for use as backfill. In the excavation of the new cell, it is hoped this type of practice can be repeated; however, Director Pittis recommended bids be solicited in order to give all contractors an opportunity for this work. Councilman Wight inquired as to the disposition of the other material which cannot be used either by the contractor or the City. He proposed a discussion take place with the Port to determine the possibility of filling the log pond in the area of K-Ply. Director Pittis will follow up on this matter. Councilman Wight moved to concur with the recommendation of the Public Works Department and place a request for bids on the City Council Consent Agenda. Councilman Lemon seconded the motion which carried unanimously. Concerning the design of a leachate treatment system at the landfill, Director Pittis indicated that, in the design of the first cell, the City incorporated a two pond aeration system for the leachate in order to minimize initial costs and to provide time to determine the extent of treatment needed before discharging to the sewer system. The present system will not provide the quality of treatment necessary in order for the leachate to be discharged to the sewer system. It is recommended the City seek professional input as to the alternatives for treatment. Director Pittis reviewed various alternatives, one of which will require input from DOE, as it presents a somewhat non-traditional approach. After reviewing the files on consultants available in this field, Director Pittis recommended contract negotiations begin with Consoer, Townsend & Associates for the investigation and design of a leachate treatment system. The costs for detail design should range from $38,000 to $48,000 and the professional fee for construction and start- up should range from $10,000 to $15,000. He asked for the preliminary approval of the UAC to proceed in this regard; the issue will return to the UAC for further consideration. The members of the Utility Advisory Committee, by consensus, agreed that Public Works should proceed in the contract negotiations. Councilman Hallett inquired as to whether this cost had been factored into the rates. Director Pittis responded that a portion of the costs had been included. Although no final numbers are available, Councilman Hallett asked that a report be submitted as to rate impact. With regard to the design of the next cell, Director Pittis indicated the present cell is being filled rapidly and it is necessary to begin the process of selecting a firm for the design of the next cell. This should be the last design contract, as the design should then -2- Utility Advisory Committee September 9, 1991 apply to other cells as a "generic" design. The new cell is required at this time because of the geometric layout, which Director Pittis explained to the UAC. It is hoped the Public Works Department can interview various firms and negotiate with a design consultant by using that methodology. In the ensuing discussion, Director Pittis responded to inquiries as to whether the present cell is filling faster than anticipated and whether the recycling efforts are proving helpful. He indicated the City is now seeing an impact due to recycling - 500 tons have been diverted from the landfill during the month of July only. Discussion then followed on the matter of the resolution of erosion problems along the bluff at the landfill. City Engineer Kenworthy reviewed in detail the nature of the erosion problems which must be resolved at the direction of the DOE. Engineer Kenworthy then discussed some possible options which might be pursued in the resolution of the erosion. Cost estimates in this regard range from $100,000 to $300,000 with an additional $30,000 for the design fee. Engineer Kenworthy noted he would like to proceed with the design expenditure and then review the proposed solution with attention given to decreasing the repair costs. Director Pittis requested the matter be taken to the City Council with the recommendation that a contract be finalized with R.W. Beck to provide an engineering solution. By consensus, the members of UAC agreed the matter should be referred to the City Council. The development of a yard waste/sludge composting program was the next item for consideration, and Director Pittis advised the UAC this is a good opportunity for the City to develop a program of dewatering sludge in lieu of hauling it to Seattle during construction of the wastewater treatment plant. He reviewed the availability of necessary equipment for the process and added that a preliminary estimate of the cost of hauling sludge to the Seattle area is $500,000. If a composting solution can be realized at a cost of less than $500,000, the City would realize a money maker, as well as a product producer. Sequim and Clallam County have indicated a strong interest in participating in a yard waste/sludge composting program. Such an effort would require DOE and EPA approval. Director Pittis then submitted, for informational purposes, a brief report on placing a concrete pad under the fuel tank at the landfill, as well as the removal of the old buildings no longer being used at the landfill by the crews. Councilman Hallett recessed the meeting for a break at 6:00 p.m. The meeting reconvened at 6:10 p.m. C. Wastewater Treatment Plant Status Report Director Pittis reported that, as of Wednesday, the plans and specifications for the -3- Utility Advisory Committee September 9, 1991 Wastewater Treatment Plant will be finished. Engineer Kenworthy reported that, out of $21.5 million for design and construction ($18.5 construction), the City will receive $14.8 million in grants/loans. The net City outlay will be $6.25 million. The City will be needing to purchase land of a 15' width from ITT Rayonier on the northerly edge for a biofiltration ditch which is required. Public Works has been pleased with the consultant, Brown & Caldwell. Proposed Sales Agreement between City Light and PUD for Customers and Facilities in Uplands Subdivision off Go~f Course Road City Light Director Titus reviewed what is the first of several transfers of customers and electrical facilities between City Light and the PUD. The residents in the Uplands Subdivision have expressed a strong desire to obtain electrical service from the City. Eventually, the City will take over the provision of electrical service to all city residents once the Service Territory Agreement has been ratified. The proposed purchase agreement is one which City Light would like to use as a model for all future transfers of facilities between the City and the PUD. This particular agreement requires a payment from the City to PUD in the amount of $53,778.55. Councilman Wight moved to recommend City Council approval of the Sales Agreement between the City and the PUD. Councilman Lemon seconded the motion which carried unanimously. E. Proposed Goals & Objectives for City Light Director Titus submitted, for UAC review, proposed Goals & Objectives for City Light, inclusive of five-year and twenty-year goals. He noted the Goals & Objectives are being submitted for informational purposes; however, Council members may note the application of the Goals & Objectives during the budget process. A lengthy discussion ensued about utility easements and rights-of-way and City staff maintaining utilities. City staff is obligated to return property to the same disposition in which it was found prior to utility work. Director Titus noted that any items being budgeted in conjunction with the Goals & Objectives would be returned to the UAC for consideration. Councilman Wight suggested the Goals & Objectives be provided to the City Council in the next information packet. Utility Advisory Committee September 9, 1991 F. Senior Citizen Discount Director Titus and Power Analyst Gary Leaf led discussion on the matter of the senior citizen discount which is provided to low income senior citizens. At the present time, more than $30,000 in discounts is applied annually by the City's utilities. Discounts are based solely on income and not related to the amount of the utility bill. Also, dollar discounts have not been changed since 1984 although the utility rates have increased since that time. In 1988, Washington State law was expanded and authorized public utilities to provide discounts to low income handicapped, as well as to low income seniors. Seniors with incomes as high as $21,300 could qualify for the discount. Customer Service Manager Scott Kenyon offered information as to the current households/income levels which qualify for the discounts. In the discussion that ensued, members of the UAC heard various suggestions as to how to update the discount program. It was generally agreed the program should include: low income handicapped; the income level requirement should be lowered with options including the Federal poverty level and the current percentage of the State median income; and that consideration be given to establishing a type of volunteer program wherein citizens could donate money to a fund to be used to assist low income families of all ages. Other municipal utilities have established similar programs quite successfully. The UAC members were in agreement the program should be expanded to include low income citizens, no matter what the age. However, State law excludes the direct subsidization of those individuals who are not elderly or handicapped. Staff was directed to prepare a draft Ordinance incorporating the options discussed for further review by the UAC. G. City Light Service Charges Director Titus presented a proposal for increasing charges for miscellaneous services provided by City Light to the level of the full cost of the service. He presented an itemized list of the services provided and noted the matter is submitted for informational purposes. It is his intention to incorporate these charges in the upcoming budget process. Councilman Wight suggested the figures be rounded. II. Conservation Update Director Titus reviewed a memorandum submitted by Ken Maike, Conservation Manager, concerning BPA's increase in funding for the Conservation Program. To begin planning for the increased conservation acquisitions, BPA is hosting a forum on September 12, 1991, 9:00 a.m. - 4:00 p.m. All members of the UAC were invited to attend. -5- Utility Advisory Committee September 9, 1991 V. Late Items: City Light Director Titus advised the UAC that the second week in October is Public Power Week. In conjunction with this, the Washington State Energy Office has contacted City Light and has selected Port Angeles and City Light to run a test program for energy awareness and conservation potential in the State. Port Angeles is recognized as being a leader in the field of conservation. Representatives will be present in the City the first two weeks of October to speak to service groups, conduct press conferences, conduct an energy fair, and to work with wholesalers and retailers. The outcome of this effort will be a program to be initiated throughout the State. City Light had budgeted $1,500 for Public Power Week; the funds will now be used in conjunction with the above described program. Councilman Wight noted the Public Information Committee will be working with the State Energy Office in publicizing the events. Of further note is the fact that this event coincides with Fire Prevention Week. It is intended that both will work together in order to enhance each other's events. VI. Next Meetine: The next meeting of the Utility Advisory Committee will be held on Monday, October 14, 1991, 4:30 p.m. VII. Adiournment: The meeting was adjourned at 7:15 p.m. Chairman ity lerk <J - - -