HomeMy WebLinkAboutAgenda Packet 12/13/1999 UTILITY ADVISORY COMMITTEE
ROLL CALL
Call to Order: ~.'D 00D Y)Q ·
Members Present:
Orville Campbell, Chairman 1~ Bill Myers
Joe Michalczik, Vice Chairman ~" Larry Williams
Larry Doyle t./~' Glenn Wiggins (Alternate)
Members Absent:
UTILITY ADVISORY COMMITtee
PUBLIC WORKS CONFERENCE ROOM
Port ANgeles, WA 98362
December 13, 1999
3:00 P.M.
AGENDA
I. CALL TO ORDER
]1. ROLL CALL
III. APPROVAL OF [VllNUTES OF NOVEMBER 8, 1999, REGULAR r,4EETINO,
IV. DISCUSSION ITEMS
A. WHOLESALE WATER CONTraCT WITH PUD No. I
B. REPLACe 300 GallON SOLID WASTE CONTaINErS (Verbal)
C. Report CELL CLOSURE aND HYDROSeeD[Ng (VeRBal)
V. INFORMATION ONLY ITEMS
VI. LATE ITEMS
Vii. NEXt MEETING - dANUArY I O, ~000
VIII. ADUOURNMENT
UTILITY ADVISORY COMMITTEE ~"~ ~
Port Angeles, Washington ~
November 8, 1999 :-
I. Call to Order: ~
Chairman Orville Campbell called the meeting to order at 3:05 p.m.
IL Roll Call:
Members Present: Councilman Doyle, Councilman Williams, Bill Myers and Joe
Michalczik
StaffPresent: Scott McLain, Ken Ridout, Jim Harper, Mike Quinn, Glenn Cutler,
Gary Kenworthy, Yvonne Ziomkowski, Cate Rinehart and Craig
Knutson (3:25)
Others Present: Dean Reed (Daishowa)
Tom Gould (EES)
Damin Healy (EES)
II1. Approval of Minutes:
Councilman Doyle moved to approve the minutes of the September 13, 1999 meeting.
The motion was seconded by Bill Myers and carried unanimously.
IV. Discussion Items:
A. Water/Wastewater Cost of Service Study
Scott McLain, Power Manager, introduced Tom Gould and Damin Healy of Economic and
Engineering Serqiees (EES). Mr. Gould and Mx. Healy gave an indepth presentation of their
review process which included methodology of setting cost based rates, development of
revenue requirements, cost of service analysis results, and rate design results. A lengthy
discussion followed. Councilman Doyle proposed a three year increase be
recommended to Council with the understanding that rates would be studied again in
about three years. Bffi Myers seconded. Joe Michalczik passed on voting. Chairman
Campbell called for a motion and it was carried.
B. Discussion of Eocpanding UAC Membership
Bill Myers brought up the value of increasing the UAC membership from five to seven.
After some discussion Myers moved to propose Council consider increasing
membership from five to seven, which would include one commercial representative
and one at large representative. Chairman Campbell seconded and the motion carried.
C. Procedures for Surplusing Property Held By the Utilities
Public Works and Utilities Director Cutler explained that there are two substation parcels
available for sale but he had been tmable to determine whether the specific information
should go to the UAC first for discussion or directly to the Real Estate Committee. Jim
Harper, Electrical Engineer, noted the soil at the Race substation had been tested and was
ready, the Albert site needed more soil testing before it was available. The Peabody
substation parcel would be retained for future use. After a brief discussion it was determined
that parcels that are excess go directly to the Real Estate Committee.
Ix. Other Business: Elwha Dam Transmission Line
Power Manager McLain gave a brief overview explaining that with the transfer of the dams
to the US Park Service it may include the transmission lines connecting them to the BPA
transmission grid. Electrical Engineer Harper indicated that there are thirtyone poles on
which the City currently has facilities - ail located on Lauridsen Boulevard. He further added
that the City's rights were protected by a franchise agreement with the Fort James Company.
Dean Reed, Daishowa representative, reported that an alternate proposal was going to
presented to the Park Service and that they would be asking City staff to review, comment,
and support the proposal. A short discussion followed. No action was taken.
VI. Late Items:
None.
VII. Next Meeting:
The next meeting of the Utility Advisory Committee will be held on Monday, December 13,
1999 at 3:00 p.m..
VIII. Adjournment:
The meting adjourned at 5:10 p.m.
Orville Campbell, Chairman Cate Rinehart, Administrative Asst
pORTANC;EI. ES
WASHINGTON, U.S.A.
CITY COUNCIL MEMO
DATE: December 13, 1999
To: UTILITY ADVISORY COMM1Ti'EE
FROM: GLENN A. CUTLER, DIRECTOR OF PUBLIC WORKS AND UTILITIES
SOBaECT: Wholesale Water Agreement with the PUD
Background / Analysis: The wholesale water agreement with Clallam County Public Utility
District No. 1 expires on December 31, 1999. Over the past few years, the agreement has been
extended on a year by year basis due to many factors involving the relationship between the two
entities..
Last year the City and Clallam County Public Utility District No. 1 extended the wholesale water
agreement until December 31, 1999. The two parties have agreed to extensions on a year to year
basis because there are many factors that remain unresolved with regard to water supplies,
location and funding of a new reservoir and others. City staffand PUD staffhave been meeting
monthly to discuss various ways that the City and PUD can cooperate together to the mutual
benefit of our respective ratepayers.
An extension of the wholesale water agreement to the end of 1999 was recommended last year to
allow time for the City to conduct a cost of service study for the water utility. This study has
been completed and the new rates have been adopted. In the revised one year extension
agreement we have increased the wholesale water rates 8% in accordance with the new adopted
rates. In addition we have revised the consumption volumes to more accurately reflect actual
agreed upon usage during the year. A copy of the revised agreement is attached for reference.
Staff recommends that the Utility Advisory Committee support the extension of the Wholesale
Water Agreement with the PUD, with the revised rates and consumption conditions, to December
31, 2000.
Attach: Wholesale Water Agreement
N :~PWKS\WATER~PUDRATE\UAC99. WPD
AMENDMENT TO
WHOLESALE WATER CONTRACT
This amendment to the Wholesale Water Contract dated January 9, 1995, is made and entered
into by and between the City of Port Angeles, a municipal corporation, hereinafter called the "City",
and the Public Utility Distxict No. 1 of Clallam County, a municipal corporation, hereinafter called the
"District."
Whereas, the City and the District are parties to a wholesale water contract, which as last
amended was in effect until December 31, 1999; and
Whereas, the City and the District have entered into a separate intergovernmental memorandum
of understanding, in which they have agreed to investigate opportunities for cooperative and
coordinated local area utility planning and operation; and
Whereas, the City and the District have agreed to extend the wholesale water contract through
December 31, 2000;
Now, Therefore, the City and the District hereby agree that the Wholesale Water Contract dated
January 9, 1995, shall be amended as follows:
1. Paragraph I. Rates and Water Use Limits is hereby amended to read as follows:
A. The District shall pay seventy-seven cents ($0.77) per 100 cubic feet per month, beginning
with the billing cycle starting December 24, 1999, and ending December 23, 2000, at the Gales
Addition Reservoir. The City has set the withdrawal rate at 500 gpm (+ 10 gpm) through the meter at
the Reservoir. No adjustments or changes to the existing configuration can be made without
amendment to this contract, except that if the meter requires servicing and is taken off-line by the City
for a period not to exceed 30 days, the billing shall be pro-rated.
B. The District shall pay seventy-three cents ($0.73) per 100 cubic feet, beginning with the
billing cycle starting December 24, 1999 and ending December 23, 2000 for lower zone purchases at
Baker Street.
C. The City shall have the option to annually adjust the rate for the future billing cycles
consistent with its cost of service studies.
2. Paragraph 2. Other Conditions, paragraphs J and K are hereby amended to read as follows:
J. The City has provided an intereonnection north of Highway 101 opposite DelGn~zi Drive.
K. The District has provided a meter installation along Baker Street north of Highway 101.
3. Paragraph 4. Terminatior~ is hereby amended to read as follows:
This contract shall terminate on December 31, 2000, or upon 60 days written notice by either
party, whichever is earlier.
DATED this day of , __
PUBLIC UTILITY DISTRICT NO. 1
CITY OF PORT ANGELES OF CLALLAM COUNTY
Gary Braun, Mayor President
ATTEST: ATTEST:
Becky Upton, City Clerk Secretary
APPROVED AS TO FORM:
Craig D. Knutson, City Attorney
2
pORTAN¢ L S
WAS H IN GTO N~ U.S.A.
CITY COUNCIL MEMO
DATE: December 10, 1999
To: UTILITY ADVISORY COMMITTEE
FROM: TOM MCCABE, SOLID WASTE SUPERVISOR
SUBJECT: Container Conversion
Summary:
The idea of conversion from 300 gallon containers to 90 gallon containers had been presented
in the past. While generally accepted by the UAC previously it was determined the costs were to high
to implement. This idea is being brought back to UAC for a further examination. The approach to
accomplish this conversion will be different from the previous one. City staffis asking UAC should
we convert our waste collection system to comply with the intent of the Solid Waste Comprehensive
Plan. It has been suggested the City of Port Angeles should consider changing to smaller containers.
This change should benefit the City by increasing the recycling volumes, It would also support two
surveys the City sent to it customers, which showed they preferred the smaller containers.
Recommendation:
At this time staffis providing this for informational purposes only. If the UAC would like to
pursue this issue Staff would process and gather more information such as financial issues and
operational plan.
Background / Analysis:
The City Current has Residential Customers: 6,400 customers
1.2,400 have their own 90 gallon containers.
2. 4000 share 300 gallon containers. (1300/300 gallon containers, average 3.1 homes per
can)
Condition of Present Containers:
1. Staff has discovered approximately 40 per cent or 520 of the 300 gallon containers are
broken.
2. Of these approximately 200 will need to be replaced in 2000.
Present Budget for Containers:
1. $75,000 dollars a year allocated to purchasing for commercial and residential containers,
Plan for Conversion:
Staff took the approach to convert to all 90 gallon cans with the least amount of impact. It
will maximize both equipment and manpower. The project will be completed in two phases. Phase
one distribute 90 gallon containers to residential customers over a three-year time line. Phase two
would be to look into the possibility o£ offering biweekly collection to residential customers. Phase
two to be completed and ready for presentation to the UAC upon completion o£the conversion.
Purchase of Containers:
1. Use existing annual budget to purchase 4000 90 gallon containers over three years. (4000
x 55 = $220,000)
Equipment:
1. Use existing fleet automated collection vehicles for conversion.
2. During second and third year use equipment during the afternoon for increased collections.
(Equipment Operator work schedule would be 12:00 p.m. to 8:00 p.m.)
3. Reduce the equipment replacement from nine years to eight years.
Manpower:
1. Add one Equipment Operator for the second year of conversion.
po A.
W A $ H I N (~ T O N, U.S.A.
PUBLIC WORKS DEPARTMENT
DATE: December 13, 1999
TO: UTILITY ADVISORY COMMITTEE
FROM: JIM HARPER
SUBJECT: 'T' STREET SUBSTATION REBUILD DESIGN RFP
INFORMATION ONLY
The rebuild of I Street Substation budgeted for 2001 construction requires the design to be completed in
the first half of 2000. The transformer must be ordered by mid year 2000 in order to construct in summer
of 2001.
The RFP for the selection of a Design Consultant is planned to be advertised by the end of 1999 in
order to meet the critical mid 2000 order date. This project is in the Capital Facilities Plan recently
approved by Council and in the proposed 2000 Capital Facilities Budget in the amount of $50,000 for
design. The total project cost is estimated to be approximately $550,000.
Estimated time: 10 min
pORTANGELES
WASHINGTON, U.S.A.
CITY COUNCIL MEMO
DATE: December 21, 1999
To: MAYOR BRAUN AND CITY COUNCIL
FROM: GLENN A. CUTLER, DIRECTOR OF PUBLIC WORKS AND UTILITIES
SUBJECT: Amendment No. 3 to the CH2M HILL Water Supply Study Contract, Project 97-16.
Summary_: The consulting firm of CH2M HILL has been providing consulting services in
preparation of a Water Supply Study as it relates to the Elwha Dam Removal and mitigation
measures to protect our water supply. Added technical support, including attendance of the
consultant's staff at meetings with various stakeholders in the Elwha Dam Removal Project is
needed. City will determine which meetings and the extent of support needed on a case by case
basis.
Reg3/lml~lltlallg~ That the City Council approve a change in the scope, increase the
estimated budget by $27,160 in our current contract with CH2M HILL, and authorize the
Mayor to sign Amendment No. 3 to the Water Supply Study Project 97-16.
Background / Analysis: During the last few years, the City with the assistance of CH2M Hill has
evaluated the impacts of removal of the dams on the Elwha River with respect to our water supply.
Now that funding for the purchase of the dams by the Federal Government has been appropriated,
the City has begun to work with the Olympic National Park (ONP) and other agencies in
determining the scope of water mitigation facilities required to be funded by the Federal
Government under the Elwha Act. This includes several anticipated meetings and correspondence
between the City and the ONP.
In order for the City to ensure that federally-mandated water supply mitigation occurs, the continued
technical support of CH2M Hill is needed. This Amendment to the existing consulting Contract the
City has with CH2M Hill covers additional meetings anticipated where CH2M Hill's staff would
attend and provide technical support. Please refer to the attached letter dated xxxxxxx that details
the Scope of Work for this Amendment to the Contract.
Note that the Federal Govemment has also appropriated funds to compensate the City for past sunk
costs and future costs related to planning and design. It is anticipated that some, if not all, of the
City's funding for this project will be reimbursed, including technical support under this
Amendment.
Attachment: CH2M Hill letter with scope and budget
N:~PROJECTS\97-16\CH2-AGM3.WPD
FROM:CH2M HI3L- TO: 360 a!? ~709 NO~ !8, 1~ 5'*lgPM t~0~9 P.~i
CH2MHILL
( ~r~ ~ F~X ~6'~'M~
Novem~r 17. 1999 ( ~ s~ ~
Mr. Gary Ke~wor~y pao.~ ~ ~ pn~e ~
Ct, of Port ~geles '
Port ~xgeles, WA 98~2-1150
Sab~ct: Tecl~cal Assistance for Elwha Dam Removal Proj~t
(Am~dment to Contract No. 97.16 [Water Supply Study])
Dear Ga~:
This lett¢~ se~ as an amendment to tho oti~al Port ~gelen Water Supply $tudy
Contract (City Co~tract No. 97.16 dated ~tober 21, 1997) and sub~ucnt amendments.
~te scope and budget presented as Attac~ents A and B to tl~s le~t describe the
additional wt~rk to be completed by CH2M HILL. Except as he,in modified, ~e orig~al'
Conh'act shall rema~ ~ effect.
In generM, the attached scope and budget are for ongo~g t~cal assistance related to
dams. Altachment A, ~ope of Work, descdb~ how CHZM ~LL wiIl a~sist in advocat~g
on behalf of Port ~clcs ~ a ~cncs of meetings that are ~ticipat~M ,m.a,~ flt~ vaziou~ ~ '~'~
stakeholders in the Elwha Dam Removal Project, ~e ~ope ~ludes attendance at the
tutorings by two CI EM HILL staff engineers; howwer, the acatal n~ber of meetings and
Ctt2M ! IILL atte~tc~'s will be determined, as directed by City staff, on a c&scs-bpca~ basis
for each meeting,
IMe budget presented ~ Atta&mc~t B is based on the scope d~rib~ ~ Aaachmcnt A and
pn)vides an ox, erall "not-to-exceed" limit by C112M ItlLL for labo~ add expew;~.; ~lated to
the meeta~ and preparation for the m~t~gs.
PROM:CH2M HILL TO: 360 417 ~7~9 NOV 18, 1999 5:20PM ~0~9 P.O~
~1'. ~l'y K¢,nworfhy
Page 2 '
Il is under~tood that as tl~s phase of Ihe project ~ ~u'~er defied, ~e scope of
CII2M IIILUs technical a$~Jglanco Io Ihe Ci~r nf Port Angele~ may a]~ need to be furlher
amended. $h~larly, thc budget for Ihet~e asvistance ~ervice~ ~y also n~d to bo am~nd~fl.
If you have ~y q~tions or hOOd addilional infomxation please call mo ~t (425) 4~%5005
ext. 5662.
.qincerely,
CH2M HILL
Phil Marti.nez, PE
Pn~jcct Manager'
Enclosures (Attachments A and B)
Agreed Io by:
CH2M HILL City o1: Port Angeles
By: _ ~y:
Title: Title:
Date: Date:
FROM:CH2M HILL TO: ]68 419 4?89 NOV 18~ lggg 5:28PM I~4g P.03
A achment A
Sco of Work
CH2M HILL agrees to furnish the City of Port Angeles (City) the following technical
assistance services to support the City s efforls in negotiating and plannlng with federal and
~i-,~t~. agencif,~ fi~r th~, wah,r ~y~f~,~ fac; it t,~ to l~P rapt ,monhw] a~ mlf~gaflnn for fht',
removal of the Elwha dams.
1. Meetings with Agencies and Stakeholder
~I~nis task is ba~,d on ~veral key assumptior~,~:
· Meetings will be held in Port Angelu, s.
· Meetings will be arranged, ~heduled, and led by City staff or others. Meeting
,~gendas and minutes will prepared and distributed by City staff or others.
· One meeting per month for a period of six months is budgeted.
· Two CH2M HILL staff engh~eers (ScOtt Tru.~ler and Phil Martinez) will attend each
meeting. It i,~ understood that in some cases only one CI }2M IIILL staff person will
need to attend a particular meeting. Thi~ need will be determined by City staff.
· Meetings will be attended witl~ot~t need for overnight accorranodations (no lodging
is b[~dgeted).
· Two 8-hou~ days are budgeted for each meeting (covers travel and meeting time).
CI42M HILL laa,n ongoing working r*'lationships with thc Bureau of Reclamation, 1-901 l,
Ecology, and other interested agcmcies of this project and may be able to provide other
services related to meeling arrangemenl ~nd facilitation. ~uch ~tvices are available ulxm
the request and direction by City staff.
2. Meeting Preparation
In general, C112M I IILL's meeting preparation i~ not expected to ~clude extensive use of
vist~al aids such as slides or flip charts. The budget presented hi Attachme.~t B is based on
the u,,~e of black and white text or table handmats. If more extensive visual ,aids are
necessary, they will be prepared by City staff; CH2M HILL can provide input and review as
requested. Althottgh the level of effort lot preparing tar each meeting will differ, the budget
presented in Attachment B is based on a tmiform level for each meeting.
=ROM:CHPM HILL TO: 360 417 4909 NOV 18, 1999 S:21PM ;~049 P.04
~e level of effort for follow-up activities for each meethlg is ex.ted to be va~ble, Such
~etiviHes m~y range from ~ ~eti~ with City staff on-~ite di~fly after the n~h~ meet~ to
a telephone conference to preparation of memoranda addres~g t~sues ~at are iden~fied
dmi~tg fl~u m~u'th~g. Tlm~, ~ uniform ~llowm~c~ for tn¢ctmg follow-up activities arc
presented ~ Attac~ent B.
4. Project Administration
The budget for this activity £~ based on the preparation of monthly invoices and status
reporl.s describing work completcxt and w~rk anticipated, The Contract budget will also be
m~mmm'i~.ed.
FROM:CH2M HILL TO: 360 417 4?09 NOU lB, 1999 5:2IPM .049 P.05
,' ~bor Hour~
Task S~fl Phil ~ Office
,,,~ Description Trusler Martinez~, Clerical ~ Ex.rises Total ($)
1 Meetings 48 48~ 0 $1,176 $13,272
2 ;M~ting Preparation 24 0~ ~60 $7,M0
~ Meeting Follow. Up 12 24~ 0= $216 $4.572
4 ~Proje~ Administration 0[ 12~ 12~ $144~ $1,47~
~ To~I 84~ 120[ 12~, $~,996~ ~7.16~