HomeMy WebLinkAboutMinutesSTORM WATER UTILITY COMMITTEE Minutes
March 29, 2012
Present: Sean Butler, Paul Janty, Kyle Clark and Maureen Muldoon
Absent: John Kiefer
Also Present: Mark Rohloff, City Manager; Peggy Steeno, Director of Finance (excused at
8:25); David Patek, Director of Public Works; Steve Gohde, Assistant Director
of Public Works; James Rabe, Civil Engineering Supervisor; Jim Bachhuber,
AECOM; Mike Wegner, AECOM; Brian Wayner; OMNNI Associates; Jason
Weis OMNNI Associates
I. Call to Order.
A. Vice Chairman Butler (in Mr. Kiefer's absence) called the meeting to order at 7:40 am.
II. Approval of February 23, 2012 Meeting Minutes,
A. Mr. Clark requested the following edits to the minutes:
a. Item V.C.: spell out' NEWSC" (Northeast Wisconsin Stormwater Consortium)
b. Item VI. F.: 2 ,d line, add space between words "Utility" "and ".
c. Item VI.G.: 1St line, add space between "Utility" "budget"
B. Mr. Clark moved to approve the minutes as amended. Mr. Janty seconded. Motion carried
(4-0).
M. Discussion of Future Meeting Dates and Times.
A. Future Committee meetings were tentatively scheduled for April 26, 2012 and May 31, 2012
at 7:30 a.m. in Room 404 of City Hall. City staff will send an email to Committee Members
to check availability for June and July meetings.
IV. Recommend Establishment of 2012 Storm Water Utility Rate.
A. Mr. Rabe stated that a draft budget table, two maps showing previous projects and
upcoming projects, tables of storm sewer ages, a table comparing the Storm Water Utility
rates of similar cities in Wisconsin and a table showing the PASER ratings of streets within
the City was included in the materials distributed via email prior to the meeting.
B. Mr. Patek indicated that the classifications for each PASER rating do not match DOT
descriptions and will need to be revised accordingly.
C. Ms. Steeno summarized the SWU budget and rate table. The table format was updated
from last month's version showing rates on top and expenditures below. The City strives
not to keep "extra" funds on hand except for those required for debt service. The City
plans on having an electronic version of the table on hand for future "what if' discussions
with the Committee.
D. Committee generally approved the overall table format.
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E. Mr. Janty asked if there are standards for maintaining fund balances in the different
categories. Ms. Steeno stated that the balance the City of Oshkosh maintains is comparable
to industry standards.
F. Mr. Janty inquired what the impact to the rate would be if the undesignated balance was cut
in half. Ms. Steen replied that this may reduce the rate by a few cents per year.
G. Mr. Janty expressed concern on increased rates to government and nonprofit customers,
H. Mr. Rabe handed out a table summarizing the impacts of the proposed 2012 rate changes to
the top ten customers in the City. Mr. Clark asked if this handout will be included on
meeting minutes and documents available to the public. Mr. Rabe replied that this table
and all documents sent out to the Committee are public documents and are available to the
general public.
I. Ms. Steeno distributed a second table of top ten customers showing the impact of the rate
increase in one -half year increments.
J. Mr, Janty asked what the current debt interest rate is. Ms. Steeno replied the rates are in
the "low 3% range ".
K. Mr, Janty expressed concerned over the amount of old sewer that will remain through
2017, Mr. Clark expressed concern about the amount of "unknown age" storm sewer
shown on the chart. Mr. Patek replied that prior to 2000 the City often left old sewers in
place when reconstructing streets. These streets have a long life remaining and it is often
not cost effective to replace newer streets because of older storm sewers under them. Mr.
Janty stated that he wants to make sure the public knows that the older sewers may still be
intact and may not need to be changed. Mr, Rohloff commented that we need to consider
more than just age of sewer — such as what is the condition of the older sewers,
L. Mr. Butler inquired if the City has a systematic approach in place for televising the storm
sewers. Mr. Patek replied that televising storm sewers are mostly related to the
reconstruction projects, Mr. Butler stated that it appears that other needs are driving the
televising priorities and that residents may want to know when their street's storm sewers
will be scheduled for videotaped inspections. Mr. Patek stated that there is a plan to get
through all the storm sewers over time. Mr. Rohloff commented that the same types of
questions often come from citizens regarding the street reconstruction priorities. CIP
schedules are the most accurate schedule for street reconstruction for the near term, and it
gets more flexible further out in the future as new information or priorities are developed.
Mr. Rohloff asked if the "unknown age" sewers could be televised, Mr. Patek replied there
are other considerations, such as the sewers requiring cleaning before televising. These
issues require more staff time, and must be scheduled amongst the many other duties that
staff is working on.
M. Mr. Butler recommended the City consider a schedule for televising just so the public will
know that the infrastructure is being assessed. Mr. Clark asked if the City can ID the
location of the "unknown age" storm sewers on a map. Mr. Rabe replied that the City can
create a map of "unknown age" sewer locations.
N. Ms, Steeno stated that regarding the cash reserves, the 15% increase in the rate is more a
function of the debt service coverage requirements which must be 1.2 times the debt
payment.
O. Mr. Janty asked how the new recommended rate will be conveyed to public. Ms, Steeno
replied that after Council approval, the City notifies the top ten customers in a letter. Also
the City cable will have coverage of the Council meeting as a way of public notification.
P. Mr. Clark asked how significant is the "drop off' (in terms of utility fees) for the "next ten"
customers. Mr. Rohloff commented that some of the larger customers own land under
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different corporation names, and as such determining the "true top ten" is very difficult.
Mr. Clark stated that it would be good to notify the next ten largest customers, if their ERU
values are close to the first top ten.
Q. Mr. Janty moved to recommend the 2012 rate of $83.20 rate, on the condition that when the
2013 CIP program is presented, the impacts on the 2013 rate are included. Mr. Clark
seconded. Motion carried 4 -0.
V. Approval of 2011 Wisconsin Department of Natural Resources Storm Water Program
(MS4) Annual Report.
A. Ms. Muldoon requested clarification on the City's Information & Education Plan. Mr.
Rabe explained that the I &E plan is in the 2008 Citylvide Storvnlvater Management Plan
(Chapter 6.3). The plan describes the activities the City is doing to comply with the MS4
permit requirements regarding this topic. Examples of the plan's implementation include
the recently completed and distributed storm water brochure. Mr. Rabe also explained that
the City is an active member, and supports NEWS which provides informational material
throughout the Fox Valley.
B. Mr. Janty moved to approve 2011 WDNR Storm Water Program MS4 Annual Report,
second by Ms. Muldoon. Motion carried 4 -0.
Vi. Wisconsin Department of Natural Resources Urban Non -Point Source & Storm Water
Program Construction Grant Applications.
A. Update on Status of Grant Applications.
i. Mr. Bachhuber explained that the City is applying for two Urban Non -Point Source
Construction Grants through the WDNR Urban Storm Water program. If awarded, the
grants will provide up to $150,000 per project, for the construction of the Armory Area
Detention Basin and the 9th & Washburn Area Detention Basin. The City was previously
awarded a construction grant through the same program for the Oakwood Road Detention
Basin, and planning grants for the City Wide Storm Water Management Plan. The grant
applications receive higher scores if the City can show a high degree of local support for
the projects. The Committee received two draft letters of support for review and
consideration for signing.
B. Recommendation to Submit Grant Applications.
i. Mr. Clark moved to recommend submitting the grant applications. Mr. Janty seconded.
Motion carried 4 -0.
C. Approve Submitting Storm Water Utility Committee Letters of Support.
i. Mr. Clark pointed out several edits and punctuation corrections within the letters.
ii. Mr. Butler asked about past grant awards and if the projects have been successfully
implemented. This information should be included in the letters.
iii. Mr. Clark moved to approve the letters as revised. The motion was seconded by Mr.
Janty. Motion carried 4 -0.
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iv. The letters will be revised per the Committee's recommendations and sent to Mr. Kiefer
to sign on behalf of the Committee.
VII. Presentation Regarding 2011 Illicit Discharge Ongoing Outfall Screening,
A. Summaty of City's IDDE 2011 field screening was presented by Mr. Wayner of OMNNI,
Mr. Wayner explained the procedure and results of the 2011 field work, The City is broken
into 5 areas and one area is inspected each year (a 5 -year cycle),
B. Ms. Muldoon asked what field parameters are sampled. Mr. Wayner replied that the
sampling includes pH; detergents, copper, temperature, ammonia, surfactants, and chlorine.
C. Mr. Janty asked if there is a replacement schedule for outfalls found to be in need of repair.
Mr. Rabe explained that replacements are driven by IDDE inspection reports and by Streets
Division inspections.
D. Mr. Janty asked if this information could be publicized better — could it be put on the web?
Mr. Rabe replied that the annual report is in an Adobe format and could be put on the web.
E. Mr. Gohdc stated that the City GIS system may not be at the point where the City can
operate an interactive map system.
F. Mr. Butler suggested that maybe the web could just show worst sites and chemical results.
VIII, Update on Municipal Code Revisions Relating to Storm Water Management
A. Mr. Rabe explained that the EPA contacted the City and requested an update on the
ordinance status, The City will proceed with updates and incorporate Construction
Erosion, Post- Construction; and IDDE ordinances, Draft language is being prepared.
Workshops will be held with the Plan Commission after reviewing draft language with the
Storm Water Utility Committee.
B. Mr. Janty asked if there will be a list from the EPA on the audit results, Mr, Rabe replied
that he has not received information regarding the EPA's next steps.
C. Mr. Rabe explained that the Committee will receive a hard copy and electronic file for their
review,
IX. Adjournment,
A. No other business before the Committee, and upon being duly moved and seconded (Ms.
Muldoon / Mr. Clark) the meeting was adjourned at 9:07 am.
Respectfull,Y_Subr fitted
James Rabe, P.E., CPESC
Civil Engineering Supervisor
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