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HomeMy WebLinkAboutMinutes STORM WATER UTILITY COMMITTEE Minutes April 25, 2019 Oshkosh City Hall, Room 404 Present: John Kiefer; Paul Janty, Kyle Clark; Maureen Muldoon (arrived 7:35) Absent: Also Present: Pete Gulbronson, PE, Civil Engineering Supervisor; Justin Gierach, Engineering Division Manager / City Engineer, Emily Springstroh, Communications Coordinator; Jim Bachhuber, Brown and Caldwell I.Call to Order. A. Mr. Kiefer called the meeting to order at 7:33 am. II. Approval of March 21, 2019 Meeting Minutes Mr. Bachhuber pointed out a correction (meeting room number should be 404). Mr. Clark moved approval as corrected. Seconded by Mr. Janty. (Approved as amended (3-0). III. Nomination of Storm Water Utility Committee Vice-Chairperson. A. Mr. Kiefer asked for nominations for Vice-Chair. Ms. Muldoon nominated Mr. Janty. Mr. Clark seconded. B. Motion to close Nominations: Clark / Muldoon (approved 4-0) C. Discussion: Ms. Muldoon spo D. Election of Vice-Chairperson: Nomination of Mr. Janty approved (4-0). IV. Review and Approval of 2018 Annual Report Under Municipal Separate Storm Sewer System (MS4) Permit. A. Mr. Gulbronson referred to the committee to the draft MS4 Annual Report for 2018 as provided in the committee packet. B. Mr. Janty asked if there is a summary of the illicit discharge incidents in the last few years. Mr. Gulbronson responded Mr. Janty asked for data from 2016. This information will be provided by City staff. C. Motion and second to approve MS4 Annual Report (Janty / Clark). Motion approved 4-0. V. Update on Community Outreach Programs, by Emily Springstroh. A. Ms. Springstroh stated there was not much to update. Ms. Springstroh. referred to recent video on illicit charge that was posted to Facebook on 4/26. The posting received 800 people B. Mr. Bachhuber will send NEWSC contact information to Ms. Springstroh. for her reference. C. Ms. Springstroh stated that a PSA script is in the works and will be developed over the next few weeks. D. Ms. Springstroh address by the City Manager in March. E. Mr. Kiefer reported anecdotal responses to utility bill insert on stormwater information. With the monthly billing cycle there will be more opportunities to get messages out. The committee agreed that no single public information approach will reach all people, but many avenues must be used. Storm Water Utility Committee Minutes 04-25-2019 Page 1 of 3 VI. Update on 2018 Storm Water Projects Capital Costs Verses Budget. A. Mr. Gulbronson referred to the summary table sent in the committee packet. Overall 2018 capital budget was $11,262,000. After all expenses and project amendments, the net actual 2018 expenditures to date was $9,134,665, however there are several projects still open and final costs are not known until all projects are completed. B. Mr. Gulbronson explained that there is still work to do on Libbey/Nicolet Watershed and several other projects. C. Mr. Kiefer and Mr. Janty expressed their concern with how SW Utility funds are applied to TIF projects, and it is believed the TIF funding should cover all the utilities work in these areas. Mr. Gierach stated that on some of the combined TIF / SW Utility projects there are off-site public benefits and the SW Utility funds are appropriate for this use. Also Mr. Gulbronson stated that the split between TIF and SW Utility funds is prorated so that the TIF pays its fair share. D. Mr. Janty commented that it seemed the average mini-storm sewer costs per location ($10,500 average) seemed high for a contractor cost. Mr. Gulbronson stated that the work is very dispersed, and the multiple sites added to contractors costs. E. Mr. Gierach also stated that there is a large variability based on site conditions and location of nearest municipal storm sewer. Mr. Clark asked if information is available to show how variable the mini-storm sewer costs are and can the City package the locations better? Mr. Gulbronson stated another variable is the street repair costs: concrete pavement versus other surfaces. -storm sewer projects by area if possible. F. Mr. Clark asked if there was further analysis the City could do to get more sites addressed for less cost. G. Ms. Muldoon asked if the project locations could somehow be groups into neighborhoods during street reconstruction projects. Mr. Gulbronson stated that on all street reconstruction projects the storm laterals are automatically included in the project. H. Mr. Kiefer stated that even though there are a lot of concerns with the program, the growth in budget and number of installations over the past several years should be an indication of a successful program. VII. Discussion on Potential Rate Changes for 2019. A. Mr. Clark asked if there is any indication if a rate change might be needed in 2020. Mr. Gulbronson stated the budget is too early in development to make this known. B. Mr. Janty stated that it appears to be an excessive balance in the SW Utility fund, and this balance could be lowered without risking the bond rating. Mr. Janty suggests that an analysis be done to better determine what is a reasonable fund balance. C. Mr. Clark requested to be kept informed on the potential budget for 2020 and rate needed to meet the budget. D. Mr. Clark asked if the SW Utility budget future needs could tap into the expertise of the Long-Range Finance Committee to assess SW Utility trends and future needs. Mr. Gierach or Mr. Gulbronson will check into this suggestion. VIII. Program Updates A. Mr. Gulbronson provided the following summary: 1. Vegetative Management: NES will be scheduling controlled burns at selected ponds (Baldwin and Fair Acres). NES also suggested replanting at Armory Basin. Storm Water Utility Committee Minutes 04-25-2019 Page 2 of 3 2. The storm sewer inlet medallion project will be started in May. An area west of Hwy 41 will be targeted. Medallions will be installed with the help of the Community Outreach group. th 3. Oregon street project will start May 13. 4. Mini-storm sewer program is out for contract this week. 5. Libbey-Nicolet is scheduled to start as soon as conditions and weather permits. B. Mr. Janty asked if there was any potential of establishing an Adopt a Pondtype program to pick up trash at certain stormwater ponds. Mr. Gulbronson will discuss this concept with Ms. Springstroh. IX. Discussion of Future Meeting Dates and Agenda Items. A. USGS Leaf Study update. B. Updates for Gallups and Johnson Creek Studies C. Adopt a Pond program. D. Potential impact on enhance leaf management for phosphorus removal. X. Adjournment. A. Mr. Clark/ Ms. Muldoon motion to adjourn and seconded. (Approved (4-0). Adjournment at 8:42 am. Respectfully Submitted Pete Gulbronson, PE, Civil Engineering Supervisor Storm Water Utility Committee Minutes 04-25-2019 Page 3 of 3